Oracle® Payables

Implementation Guide Release 12
Part No. B25453-04

December 2007

Oracle Payables Implementation Guide, Release 12 Part No. B25453-04 Copyright © 1988, 2007, Oracle. All rights reserved. Primary Author:     Christine Monk, Carol Ann Lapeyrouse, Melanie Featherstone, Mary Kalway Contributing Author:     Julianna Litwin, Ramasubramanian Balasundaram, Brent Bosin, Peggy Larson, Kavita Mittal, Stacey Gomes, Jyoti Pandey, Xiao-zheng Ye, Lauren Scott The Programs (which include both the software and documentation) contain proprietary information; they are provided under a license agreement containing restrictions on use and disclosure and are also protected by copyright, patent, and other intellectual and industrial property laws. Reverse engineering, disassembly, or decompilation of the Programs, except to the extent required to obtain interoperability with other independently created software or as specified by law, is prohibited. The information contained in this document is subject to change without notice. If you find any problems in the documentation, please report them to us in writing. This document is not warranted to be error-free. Except as may be expressly permitted in your license agreement for these Programs, no part of these Programs may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose. If the Programs are delivered to the United States Government or anyone licensing or using the Programs on behalf of the United States Government, the following notice is applicable: U.S. GOVERNMENT RIGHTS Programs, software, databases, and related documentation and technical data delivered to U.S. Government customers are "commercial computer software" or "commercial technical data" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the Programs, including documentation and technical data, shall be subject to the licensing restrictions set forth in the applicable Oracle license agreement, and, to the extent applicable, the additional rights set forth in FAR 52.227-19, Commercial Computer Software--Restricted Rights (June 1987). Oracle Corporation, 500 Oracle Parkway, Redwood City, CA 94065. The Programs are not intended for use in any nuclear, aviation, mass transit, medical, or other inherently dangerous applications. It shall be the licensee's responsibility to take all appropriate fail-safe, backup, redundancy and other measures to ensure the safe use of such applications if the Programs are used for such purposes, and we disclaim liability for any damages caused by such use of the Programs. The Programs may provide links to Web sites and access to content, products, and services from third parties. Oracle is not responsible for the availability of, or any content provided on, third-party Web sites. You bear all risks associated with the use of such content. If you choose to purchase any products or services from a third party, the relationship is directly between you and the third party. Oracle is not responsible for: (a) the quality of third-party products or services; or (b) fulfilling any of the terms of the agreement with the third party, including delivery of products or services and warranty obligations related to purchased products or services. Oracle is not responsible for any loss or damage of any sort that you may incur from dealing with any third party. Oracle is a registered trademark of Oracle Corporation and/or its affiliates. Other names may be trademarks of their respective owners.

 
Contents

Send Us Your Comments Preface 1 Payables Setup
Setting Up Oracle Payables....................................................................................................... 1-1 Payables Setup Steps Summary........................................................................................... 1-2 Lookups................................................................................................................................... 1-22 Distribution Sets..................................................................................................................... 1-25 Voucher Numbers and Document Sequences........................................................................ 1-27 Document Sequences......................................................................................................... 1-28 Document Categories......................................................................................................... 1-29 Sequence Assignments....................................................................................................... 1-30 Sequential Numbering Profile Option .............................................................................. 1-31 Document Sequencing Setup Examples............................................................................. 1-32 Implementing Sequential Voucher Numbering................................................................. 1-33 Making a Sequence or Assignment Inactive...................................................................... 1-34 Choosing a Ledger................................................................................................................... 1-34 Financials Options................................................................................................................... 1-35 Financials Options Window Reference.............................................................................. 1-36 Accounting Financials Options................................................................................... 1-36 Encumbrance Financials Options................................................................................ 1-37 Human Resources Financials Options......................................................................... 1-39 Supplier - Purchasing Financials Options................................................................... 1-40 Tax Financial Options.................................................................................................. 1-41 Accounting Methods............................................................................................................... 1-42 Setting up Your Accounting Method................................................................................. 1-46

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Payables System Setup............................................................................................................ 1-47 Payables Options .................................................................................................................... 1-49 Payables Options Window Reference................................................................................ 1-51 Accounting Options Payables Options........................................................................ 1-51 Approval Payables Options......................................................................................... 1-57 Currency Payables Options......................................................................................... 1-58 Expense Report Payables Options............................................................................... 1-60 Interest Payables Options............................................................................................ 1-61 Invoice Payables Options............................................................................................ 1-62 Matching Payables Options......................................................................................... 1-65 Payment Payables Options.......................................................................................... 1-66 Reports Payables Options............................................................................................ 1-67 Tax Reporting Payables Options................................................................................. 1-68 Withholding Tax Payables Options............................................................................. 1-69 Special Calendar...................................................................................................................... 1-71 Payment Terms........................................................................................................................ 1-72 Payment Terms Window Reference................................................................................... 1-75 PAYMENT TERMS RESTRICTIONS:.......................................................................... 1-77 Signing Limits ........................................................................................................................ 1-77 Invoice Tolerances................................................................................................................... 1-78 Invoice Hold and Release Names........................................................................................... 1-79 Invoice Hold and Release Names Window Reference....................................................... 1-82 Setting Up Invoice Approval Workflow................................................................................. 1-84 Invoice Approval Workflow Process Activities................................................................. 1-88 Invoice Approval Workflow Negotiation Subprocess....................................................... 1-92 Interest Rates........................................................................................................................... 1-94 Countries and Territories ....................................................................................................... 1-95 Tax Codes ................................................................................................................................ 1-96 Defining Tax Codes for Withholding Taxes....................................................................... 1-96 Withholding Tax Groups........................................................................................................ 1-98 Banks..................................................................................................................................... 1-100 Funds Disbursement Process........................................................................................... 1-101 Bank Charges .................................................................................................................. 1-103 Withholding Tax Certificates and Exceptions...................................................................... 1-104 Reporting Entities.................................................................................................................. 1-105 Income Tax Regions.............................................................................................................. 1-107 Controlling the Status of Payables Periods ......................................................................... 1-109 Closing an Accounting Period......................................................................................... 1-110 Aging Periods........................................................................................................................ 1-112 Payables Implementation Information................................................................................. 1-113 Customizing Your Supplier Letters................................................................................. 1-113

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Implementing the Invoice Payments Descriptive Flexfield..............................................1-116 Customizing Automatic Withholding Tax....................................................................... 1-116 Using the Multiple Organization Support Feature.......................................................... 1-117 Setting Up Print Styles and Drivers for the Supplier Mailing Labels Report................... 1-118 Setting the Query Driver Parameter for 1099 Reporting.................................................. 1-123

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Invoices
Setting Up Your System for Matching...................................................................................... 2-1 XML Invoices............................................................................................................................. 2-2 XML Invoice Transaction Limitations.................................................................................. 2-3 Setup for XML Invoices ....................................................................................................... 2-4 Message Map Detail ............................................................................................................ 2-7 Tax on XML Invoices......................................................................................................... 2-14 Processing Oracle XML Gateway Invoice Records............................................................ 2-14 Tax Handling for XML Invoices......................................................................................... 2-16 Payables Open Interface Workflow........................................................................................ 2-16

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Expense Reports and Credit Cards
Setting Up Credit Card Programs............................................................................................. 3-1 Code Sets Window............................................................................................................... 3-4 Card Programs Window...................................................................................................... 3-6 GL Account Sets Window.................................................................................................. 3-10 Profiles Window ............................................................................................................... 3-10 Credit Cards Window........................................................................................................ 3-13 AP Procurement Card Employee Verification Workflow.................................................. 3-15 AP Procurement Card Manager Approval Transaction Workflow ...................................3-23 Configuring Procurement Card Web Pages Using Web Application Dictionary...............3-31 Payables Procurement Card Transactions Interface Table................................................. 3-32 Using SQL*Loader to Populate the Payables Open Interface Tables................................. 3-33 Credit Card Management........................................................................................................ 3-35 Credit Card Transactions Loader Preformat ..................................................................... 3-36 US Bank Visa Transaction Loader ..................................................................................... 3-37 Bank of America Visa Transaction Loader ........................................................................ 3-37 Diner's Club Transaction Loader ...................................................................................... 3-38 American Express Transaction Loader ............................................................................. 3-38 Credit Card Transaction Loader and Validation Programs............................................... 3-39 MasterCard CDF and MasterCard CDF3 Transaction Loader and Validation Programs ........................................................................................................................................... 3-39 Visa VCF 3/4 Transaction Loader and Validation Program .............................................. 3-40 US Bank Visa Transaction Loader and Validation Program ............................................. 3-40

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........... 3-41 4 Payments Setting Up Your System for Bills Payable................................................................................................................................................................................................................................................................................................................................................................................................................................... 5-1 6 Accounting How Feature Setup Affects What Details Are Recorded for Accounting Events ...................... A-5 Profile Options in General Ledger .......................................................................................................................................................................................................................................... 4-1 5 Foreign Currency Foreign Currency Transactions.................................... A-4 Profile Options for Internet Expenses..................................Diner's Club Transaction Loader and Validation Program ........................................................................................................................................... 3-40 American Express Transaction Loader and Validation Program ............................ 6-3 7 Other Topics Positive Pay Setup..... A-7 Profile Options for Multiple Organization Support................ B-1 C Attachments Attachments in Payables..................... 7-3 Setting Up Intercompany Accounting............................................................................................................ 7-2 Setting Up Payables for Budgetary Control......................................................... 6-1 How Payables Setup Controls Accounting Entries........................................................... 6-1 Subledger Accounting Setup in Payables............................................................................. C-1 vi ................................................................... 7-1 Enabling Automatic Offsets.................................................................................................................................................................................................................................................. 7-5 A Profile Options Profile Options in Payables............. A-5 Profile Options in Projects.... 7-1 Automatic Interest Prompt Payment Support................................................................................................... A-6 Profile Options in Application Object Library.................................... 7-4 Petty Cash Funds............... A-1 Profile Options Summary......................................... A-1 Profile Options in Payables................. A-7 B Function Security Function Security in Payables......................................................................................................

................................................................................................................................................................ D-3 Invoices on Quantity Ordered Hold ................. E-9 Bank Class Setup..................................................................................................................... D-5 E Implementing the Java Bank Class Implementing the Java Bank Class for Bank Transmissions................................................................... D-1 Invoices on Price Hold .............................................................................. E-15 Index     vii ......................................................................................................................................................................................... D-4 Receipt Holds ...........D-2 Invoices on Quantity Received Hold ................................ E-1 Bank Class Method Descriptions...........................................D Oracle Payables Alerts Using Oracle Alert for Exception Reporting...

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    ix . then please contact your support representative or Oracle Support Services. electronic mail address. A list of Oracle offices is available on our Web site at www. Note: Before sending us your comments. and page number (if available).oracle.com Please give your name. the title and part number of the documentation and the chapter. Send your comments to us using the electronic mail address: appsdoc_us@oracle. B25453-04 Oracle welcomes customers' comments and suggestions on the quality and usefulness of this document. address. the name of the company who has licensed our products. If you need assistance with Oracle software. and helps us to best meet your needs as a user of our products.oracle. To do this. then please contact your Oracle local office and inquire about our Oracle University offerings. section.  Send Us Your Comments Oracle Payables Implementation Guide. Your feedback is important. access the new Applications Release Online Documentation CD available on Oracle MetaLink and www. you might like to check that you have the latest version of the document and if any concerns are already addressed. If you require training or instruction in using Oracle software. It contains the most current Documentation Library plus all documents revised or released recently. then please tell us your name.com. where. and telephone number (optional).com. and in what format? Are the examples correct? Do you need more examples? If you find any errors or have any other suggestions for improvement. Release 12 Part No. For example: • • • • • • Are the implementation steps correct and complete? Did you understand the context of the procedures? Did you find any errors in the information? Does the structure of the information help you with your tasks? Do you need different information or graphics? If so.

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  Preface Intended Audience Welcome to Release 12 of the Oracle Payables Implementation Guide. our documentation includes features that make information available to users of assistive technology. TTY Access to Oracle Support Services Oracle provides dedicated Text Telephone (TTY) access to Oracle Support Services within the United States of America 24 hours a day. and Oracle is actively engaged with other market-leading technology vendors to address technical obstacles so that our documentation can be accessible to all of our customers. with good usability. Documentation Accessibility Our goal is to make Oracle products. and supporting documentation accessible. call 800. Accessibility standards will continue to evolve over time. This documentation is available in HTML format. to the disabled community. seven days a week. services.2398. we suggest you attend one or more of the Oracle Applications training classes available through Oracle University. To that end. See Related Information Sources on page xii for more Oracle Applications product information. For TTY support. and contains markup to facilitate access by the disabled community.446. This guide assumes you have a working knowledge of the following: • • The principles and customary practices of your business area. Computer desktop application usage and terminology If you have never used Oracle Applications. For more information. visit the Oracle Accessibility Program Web site     xi .

a revised version will be made available on the "virtual" documentation CD on OracleMetaLink. The conventions for writing code require that closing braces should appear on an otherwise empty line. If this guide refers you to other Oracle Applications documentation. or you can purchase hard-copy documentation from the Oracle Store at http://oraclestore.com/documentation. The Oracle E-Business Suite Documentation Library CD-ROM Release 12 contains the latest information. xii .oracle.oracle. which is supplied in the Release 12 CD Pack. use only the Release 12 versions of those guides.oracle. If substantial changes to this book are necessary. some screen readers may not always read a line of text that consists solely of a bracket or brace.com. Accessibility of Code Examples in Documentation Screen readers may not always correctly read the code examples in this document. You can download soft-copy documentation from http://otn. It is included on the Oracle Applications Document Library CD. Oracle neither evaluates nor makes any representations regarding the accessibility of these Web sites.at http://www. however. Online Documentation All Oracle Applications documentation is available online (HTML or PDF). including any documents that have changed significantly between releases.com/accessibility/ . Accessibility of Links to External Web Sites in Documentation This documentation may contain links to Web sites of other companies or organizations that Oracle does not own or control. Structure 1  Payables Setup 2  Invoices 3  Expense Reports and Credit Cards 4  Payments 5  Foreign Currency 6  Accounting 7  Other Topics A  Profile Options B  Function Security C  Attachments D  Oracle Payables Alerts E  Implementing the Java Bank Class Related Information Sources This book was up to date at the time it was initially published.

focusing on consolidation. retiring and reinstating assets.The OracleMetaLink Knowledge Browser lets you browse the knowledge base. OracleMetaLink Knowledge Browser . Oracle Cash Management User Guide: This guide describes how to use Oracle Cash Management to clear your receipts. Oracle Applications Multiple Organizations Implementation Guide: This guide describes the multiple organizations concepts in Oracle Applications. from a single product page. and Oracle Assets reporting.Online help patches (HTML) are available on OracleMetaLink. to find all documents for that product area. alerts. This guide also includes a comprehensive list of profile options that you can set to customize application behavior. white papers. and completeness. It also contains information on setting up assets in the system. It describes in detail on setting up and working effectively with multiple organizations in Oracle Applications. Depending on the requirements of your particular installation. Use the Knowledge Browser to search for release-specific information. Oracle Data Librarian Implementation Guide: This guide describes how to implement Oracle Data Librarian. budgeting. and other archived documents. as well as reconcile bank statements with your outstanding balances and transactions. online inquiries. Related Guides You should have the following related books on hand. depreciation. As part of implementing Data Librarian. you may also need additional manuals or guides. depreciation method. and is also part of the Oracle Customer Data Management product family. accounting and tax accounting. troubleshooting tips. including defining depreciation books. Use this guide to understand the implementation steps required for application use. such as FAQs. Oracle Data Librarian User Guide: This guide describes how to use Oracle Data Librarian to establish and maintain the quality of the Trading Community Architecture Registry. recent patches. Oracle Assets User Guide: This guide provides you with information on how to implement and use Oracle Assets. and asset categories. impairment processing. maintaining assets. cleanliness.• • Online Help . It provides comprehensive bank reconciliation and flexible cash forecasting. group depreciation. This manual also explains how to effectively manage and control your cash cycle. Oracle Customer Data Librarian has all of the features in Oracle Customers Online. Oracle E-Business Tax User Guide: This guide describes the entire process of setting up and maintaining tax configuration     xiii . you must also complete all the implementation steps for Oracle Customers Online.

information about day-to-day business processes. tax registrations. When implemented. When implemented. Oracle Financial Services Reference Guide: This guide provides reference material for Oracle Financial Services applications in Release 12. It describes setting up entities. The guide also includes chapters on submitting data. and Latin Tax Engine reports. and includes technical details about application use as well as general concepts. and troubleshoot Oracle Financial Consolidation Hub. and a technical reference section. analytical reporting. This includes the Tax Reporting Ledger and other core tax reports. and third party service provider subscriptions. accounting for acquisitions and disposals. statuses. integrating with Internal Controls Manager and WebADI spreadsheets. tax profiles. Oracle E-Business Tax: Guide to Integrating with Taxware Sales/Use System: This guide explains how to setup and use Taxware Sales/Use Tax System as your tax vendor. tax jurisdictions. intercompany rules. country-specific VAT reports. xiv . taxes. as well as applying tax data to the transaction line. The guide also includes extensive examples of setting up country-specific tax requirements. fiscal classifications. This guide provides setup steps. such as Oracle Transfer Pricing. running consolidations. the Oracle E-Business Tax service subscription calls Taxware to return a tax rate or amount whenever a tax is calculated by the Oracle E-Business Tax tax engine. consolidation methods. equations. translation. information about day-to-day business processes. You also use this manual to maintain migrated tax data for use with E-Business Tax. the Oracle E-Business Tax service subscription calls Vertex Q-Series to return a tax rate or amount whenever a tax is calculated by the Oracle E-Business Tax tax engine. consolidation hierarchies. and tax rules. consolidation rules. Oracle E-Business Tax Implementation Guide: This guide provides a conceptual overview of the E-Business Tax tax engine. Oracle Financial Services Implementation Guide: This guide describes how to set up Oracle Financial Services applications in Release 12. This guide provides setup steps. categories. and a technical reference section. and calculations. rates. configuration options.data. maintain. It describes the entire regime-to-rate setup flow of tax regimes. and describes the prerequisite implementation steps to complete in other applications in order to set up and use E-Business Tax. Oracle E-Business Tax Reporting Guide: This guide explains how to run all tax reports that make use of the E-Business Tax data extract. It also describes setting up and maintaining tax reporting codes. Oracle E-Business Tax: Guide to Integrating with Vertex Q-Series: This guide explains how to setup and use Vertex Q-Series as your tax vendor. Oracle Financial Consolidation Hub User Guide: This guide describes how to set up. calendar maps. and the Excel add-in. recovery rates.

such as responsibilities and report security groups. and provides information on how to view these reports. Use this guide to learn how to create and maintain setup related to India taxes. Oracle Financials for Europe User Guide: This guide describes functionality developed to meet specific business practices in countries belonging to the European region. Oracle Financials for the Americas User Guide: This guide describes functionality developed to meet specific business practices in countries belonging to the Americas region. Consult this user guide along with your financial product user guides to effectively use Oracle Financials in your country. Oracle Financials for India Implementation Guide: This guide provides information on how to implement Oracle Financials for India. Consult this user guide along with your financial product user guides to effectively use Oracle Financials in your country. Oracle Financials for India User Guide: This guide provides information on how to use Oracle Financials for India. This guide also includes information about accounting and reporting of taxes related to India. Oracle Financials and Oracle Procurement Functional Upgrade Guide: Release 11i to Release 12: This guides provides detailed information about the functional impacts of upgrading Oracle Financials and Oracle Procurement products from Release 11i to Release 12.Oracle Financial Services Reporting Administration Guide: This guide describes the reporting architecture of Oracle Financial Services applications in Release 12. organization and transactions. organization. defaulting and calculation of taxes on transactions. set up different tax regimes. The guide is intended to introduce readers to the concepts used in the applications. Consult this user guide along with your financial product user guides to effectively use Oracle Financials in your country. tax defaulting hierarchies. Oracle Financials for Asia/Pacific User Guide: This guide describes functionality developed to meet specific business practices in countries belonging to the Asia/Pacific region. Oracle Financials Country-Specific Installation Supplement: This guide provides general country information. Use this guide to understand the implementation steps required for application use.     xv . and help them compare their real world business. and processes to those used in the applications. as well as any post-install steps required by some countries. Oracle Financials Concepts Guide: This guide describes the fundamental concepts of Oracle Financials. This guide supplements the Oracle Applications Upgrade Guide: Release 11i to Release 12. including how to set up taxes.

and Calendars. It guides you though setting up your organizations. using the Accounting setup Manager. Accounts. it describes how to enter and manage suppliers. and it provides examples. and the expenses spreadsheet. It covers intercompany accounting and sequencing of accounting entries. import invoices using the Payables open interface. and present report information to better meet your company's reporting needs. and journal entries. ledger currencies. In addition. including how to set up Accounting Flexfields. suppliers can monitor and respond to events in the procure-to-pay cycle. Oracle Internet Expenses Implementation and Administration Guide: This book explains in detail how to configure Oracle Internet Expenses and describes its integration with other applications in the E-Business Suite. RXi reports let you order. Oracle General Ledger User's Guide: This guide provides information on how to use Oracle General Ledger. edit. Oracle General Ledger Reference Guide This guide provides detailed information about setting up General Ledger Profile Options and Applications Desktop Integrator (ADI) Profile Options. Use this guide to understand the implementation steps required for application use. apply holds to xvi . Use this guide to understand the implementation steps required for application use. credit card policies. Use this guide to learn how to create and maintain ledgers. including legal entities. Oracle Payables User Guide: This guide describes how to use Oracle Payables to create invoices and make payments. audit automation. including how to set up policy and rate schedules. manage purchase order and receipt matching. This guide also includes detailed information about the client extensions that you can use to extend Oracle Internet Expenses functionality. Oracle General Ledger Implementation Guide: This guide provides information on how to implement Oracle General Ledger. Oracle Financials RXi Reports Administration Tool User Guide: This guide describes how to use the RXi reports administration tool to design the content and layout of RXi reports. Using Oracle iSupplier Portal. and their accounting. budgets.Oracle Financials Implementation Guide: This guide provides information on how to implement the Oracle Financials E-Business Suite. Oracle iSupplier Portal Implementation Guide: This guide contains information on how to implement Oracle iSupplier Portal and enable secure transactions between buyers and suppliers using the Internet. such as Oracle Payables and Oracle Projects. Oracle iSupplier Portal User Guide: This guide contains information on how to use Oracle iSupplier Portal to enable secure transactions between buyers and suppliers using the Internet. This guide also includes information about running financial reports.

Oracle Payments Implementation Guide: This guide describes how Oracle Payments. bank account transfers from Oracle Cash Management. different types of purchase orders. RFQs. the guide explains to the implementer how to plan the implementation of Oracle Payments. which lets you import invoices. such as the Invoice open interface. Additionally. as the central payment engine for the Oracle E-Business Suite. as the central payment engine for the Oracle E-Business Suite. This guide also describes how to manage your supply base through agreements. known as funds capture and funds disbursement. and validate invoices. Oracle Procurement Contracts enables employees to author and maintain complex contracts through a self–service. and credit cards. This guide also explains the accounting for Payables transactions. quotations. bank account transfers from Oracle Cash Management. test transactions. Oracle Payments User Guide: This guide describes how Oracle Payments. such as invoice payments from Oracle Payables. It also includes reference information on purchase order matching and purging purchasing information. procurement cards. This guide also describes how Oracle Payments is integrated with financial institutions and payment systems for receipt and payment processing. Web interface. as well as how to remedy any errors that may arise. This guide also describes to the Payment Administrator how to monitor the funds capture and funds disbursement processes. how to configure it. including requisitions. It contains information on managing expense reporting. Oracle Procurement Buyer's Guide to Punchout and Transparent Punchout: This guide contains necessary information for customers implementing remote catalog content on a supplier's Web site or on Oracle Exchange. and settlements against credit cards and bank accounts from Oracle Receivables. Oracle Procurement Contracts Implementation and Administration Guide: This guide describes how to set up and administer Oracle Procurement Contracts. Oracle Payables Reference Guide: This guide provides you with detailed information about the Oracle Payables open interfaces. processes transactions.invoices. and how use it with external payment systems. sourcing     xvii . such as invoice payments from Oracle Payables. processes transactions. respectively. set it up. and settlements against credit cards and bank accounts from Oracle Receivables. Oracle Procurement Contracts Online Help: This guide is provided as online help only from the Oracle Procurement Contracts application and includes information about creating and managing your contract terms library. and receipts. Oracle Purchasing User's Guide: This guide describes how to create and approve purchasing documents.

This guide also includes information about accounting in Receivables. This guide also includes a comprehensive list of profile options that you can set to customize application behavior. Oracle Trading Community Architecture User Guide: xviii . Web interface. You can use the Accounting Methods Builder to create and modify the setup for subledger journal lines and application accounting definitions for Oracle subledger applications. Oracle Receivables User Guide: This guide provides you with information on how to use Oracle Receivables. In addition. tax. Oracle Supplier Scheduling User's Guide: This guide describes how you can use Oracle Supplier Scheduling to calculate and maintain planning and shipping schedules and communicate them to your suppliers. Archiving and purging Receivables data is also discussed in this guide. enter and apply receipts. accounting. Oracle Procurement Contracts Implementation and Administraton Guide This manual describes how to set up and adminster Oracle Procurement Contracts. Oracle Receivables Reference Guide: This guide provides you with detailed information about all public application programming interfaces (APIs) that you can use to extend Oracle Receivables functionality. including how to set up customers. including the Accounting Methods Builder. Use the Standard Navigation Paths appendix to find out how to access each Receivables window. receipts. This guide also describes the Oracle Receivables open interfaces. Oracle iProcurement enables employees to requisition items through a self–service. Web interface. and manage revenue. Oracle Subledger Accounting Implementation Guide: This guide provides setup information for Oracle Subledger Accounting features. Oracle iProcurement Implementation and Administration Guide This manual describes how to set up and administer Oracle iProcurement. transactions. Use this guide to learn how to create and maintain transactions and bills receivable. enter customer information. this guide explains how you can automatically create purchasing documents based on business rules through integration with Oracle Workflow technology. Oracle Procurement Contracts enables employees to author and maintain complex contracts through a self–service. which automates many of the key procurement processes.rules. and approved supplier lists. such as AutoLockbox which lets you create and apply receipts and AutoInvoice which you can use to import and validate transactions from other systems. and collections. Oracle Receivables Implementation Guide: This guide provides you with information on how to implement Oracle Receivables. Use this guide to understand the implementation steps required for application use. This guide also discusses the reports available in Oracle Subledger Accounting and describes how to inquire on subledger journal entries.

Prompt Payment. Oracle U. Prompt Payment. and Year End Closing. CCR Integration. Bulk Import interface table fields and validations. Treasury payments. Oracle Trading Community Architecture Administration Guide: This guide describes how to administer and implement Oracle Trading Community Architecture (TCA). the PL/SQL procedure. Oracle Trading Community Architecture Reference Guide: This guide contains seeded relationship types. seeded Data Quality Management data. It describes the product architecture and provides information on Budget Execution.S. Receivables management. You set up. CCR Integration. It also describes how to use Resource Manager to define and manage resources. maintain. Federal reports. and the ID parameter name. D and B data elements. this guide provides a description of the API. Also included are setup instructions and sample code. Treasury payments. and cleanse the data in the TCA Registry. and the Java method. enrich. and manage functionality that affects data in the TCA Registry. this guide provides the name of the logical entity. For each BES callout. Federal Financials Implementation Guide: This guide describes the common concepts for an integrated financial management solution for federal agencies. It also describes how to set up and use Resource Manager to manage resources. This guide supplements the documentation for Oracle Trading Community Architecture and all products in the Oracle Customer Data Management family. and a comprehensive glossary. as well as a table of the parameter descriptions and validations. Federal reports.S. Third party payments. Budget Execution. Federal government. Third party payments. its description. For each API. It includes a consolidated setup checklist by page and provides detailed information on how to set up. Receivables management. Oracle U. update. and troubleshoot the Federal Financial application for the following functional areas: Sub Ledger Accounting. Interagency transactions. Interagency transactions. Federal Financials User Guide: This guide describes the common concepts for an integrated financial management solution for federal agencies to comply with the requirements of the U. and Year End Closing. control. Integration Repository The Oracle Integration Repository is a compilation of information about the service     xix .This guide describes the Oracle Trading Community Architecture (TCA) and how to use features from the Trading Community Manager responsibility to create. Oracle Trading Community Architecture Technical Implementation Guide: This guide explains how to use the public Oracle Trading Community Architecture application programming interfaces (APIs) and develop callouts based on Oracle Workflow Business Events System (BES).S.

xx . retrieve. Oracle Applications also keeps track of who changes information. change. any change you make using an Oracle Applications form can update many tables at once. Because Oracle Applications tables are interrelated. But if you use Oracle tools such as SQL*Plus to modify Oracle Applications data. you may change a row in one table without making corresponding changes in related tables. the repository is automatically updated with content appropriate for the precise revisions of interfaces in your environment. or any other tool to modify Oracle Applications data unless otherwise instructed. you may store invalid information.endpoints exposed by the Oracle E-Business Suite of applications. Do Not Use Database Tools to Modify Oracle Applications Data Oracle STRONGLY RECOMMENDS that you never use SQL*Plus. application. When you use Oracle Applications to modify your data. The Oracle Integration Repository is shipped as part of the E-Business Suite. The tool lets users easily discover and deploy the appropriate business service interface for integration with any system. If you enter information into database tables using database tools. Oracle Applications automatically checks that your changes are valid. you risk retrieving erroneous information and you risk unpredictable results throughout Oracle Applications. store. Oracle Data Browser. As your instance is patched. But when you modify Oracle Applications data using anything other than Oracle Applications. or business partner. you risk destroying the integrity of your data and you lose the ability to audit changes to your data. If your tables get out of synchronization with each other. It provides a complete catalog of Oracle E-Business Suite's business service interfaces. Oracle provides powerful tools you can use to create. database triggers. and maintain information in an Oracle database. You also lose the ability to track who has changed your information because SQL*Plus and other database tools do not keep a record of changes.

The Required column shows you if the step is required. Setting Up Underlying Oracle Applications Technology The setup steps in this chapter tell you how to implement the parts of Oracle Applications specific to Oracle Payables. read the Oracle Applications Multiple Organizations Implementation Guide before proceeding. including: • performing systemwide setup tasks such as configuring concurrent managers and printers Payables Setup    1-1 . required with defaults. see: Oracle Financials Implementation Guide. then you can easily access any documentation in other books by using hypertext links Important: If you use the Oracle Applications Multiple Organization Support feature to use multiple ledgers for one Payables installation. Important: If you use the Reporting Currencies feature to record transactions in more than one currency. For more information. or conditionally required. The Window Name(s) column shows you in which window(s) you perform the step. If you use this chart in online help. You need to complete several setup steps. and if the window is available only if you use a specific responsibility or product.1 Payables Setup Setting Up Oracle Payables Follow the steps in the following chart to set up your Payables system. read the Oracle Applications Multiple Organizations Implementation Guide before proceeding. optional. The chart shows you where to read in detail about the setup step.

to manage your invoice approval process. For more information. if your product uses Oracle Workflow. see: Common Applications. Oracle Applications System Administrator's Guide Documentation Set. see: Oracle Workflow User's Guide. for example. Also. Window Name(s) Step 1 Required System Administrator responsibility: Users Oracle Applications System Administrator's Guide 1-2    Oracle Payables Implementation Guide . Consult the Oracle Applications Upgrade Guide: Release 11i to Release 12 for details on how to upgrade. see: Overview of Function Security. See: Users Window. Oracle Applications System Administrator's Guide. Oracle Financials Implementation Guide. Payables Upgrade Steps If you have upgraded from a previous release of Payables. which includes setting up responsibilities to allow access to a specific operating unit and assigning individual users to one or more of these responsibilities For more information. For more information.• managing security. you need to set up Oracle Workflow. Step Number Required? Applications Setup Step Description Create application user sign-ons and passwords. review Oracle Financials and Oracle Procurement Functional Upgrade for information on new and changed features. Payables Setup Steps Summary Applications Setup Steps: The following table shows the common applications setup steps that you need to complete when you set up Payables.

Currencies Payables Setup    1-3 . For example. See: Defining Your Chart of Accounts. Oracle General Ledger Implementation Guide. and Distributions windows must all have the same structure to work properly. Distributions Sets. value sets) should be consistent among windows that share flexfield information. System Administrator responsibility: multiple windows Step 4 Optional Enable currencies that you plan to use. Oracle Applications Flexfields Guide. The structure of the Descriptive Flexfields (datatypes. See: Currencies Window.Step Number Required? Applications Setup Step Description Define your chart of accounts. Oracle General Ledger Implementation Guide Window Name(s) Step 2 Required General Ledger: multiple windows Step 3 Optional Define descriptive flexfields. flexfields in the Quick Invoices. See: Defining Descriptive Flexfields. Oracle General Ledger User Guide. and Defining Your Account Structure. Invoices.

and Defining Calendars. and a chart of accounts structure. Oracle General Ledger User's Guide. and Foreign Currency Transactions. Specify a ledger name and assign it a calendar. Oracle General Ledger User's Guide. and enter your daily rates. Oracle General Ledger User's Guide. Entering Daily Rates. See: Defining Period Types.Step Number Required? Applications Setup Step Description If you want to enter foreign currency transactions. See: Defining Conversion Rate Types. Window Name(s) Step 5 Optional General Ledger: 1) Conversion Rate Types and 2) Daily Rates Step 6 Required Define your accounting period types and accounting calendar periods. 1) Period Types and 2) Accounting Calendar Step 7 Required Define a ledger. define additional rate types. ledger currency. Oracle General Ledger Implementation Guide. (Define) Ledger Sets 1-4    Oracle Payables Implementation Guide . Oracle Payables User's Guide. Oracle General Ledger Implementation Guide. See: Defining Ledger Sets.

Oracle Applications System Administrator's Guide. Oracle Applications System Administrator's Guide Window Name(s) Step 8 Required Application Developer responsibility: Profiles Payables Setup    1-5 .Step Number Required? Applications Setup Step Description After choosing your ledger. and Setting User Profile Options. use the Application Developer responsibility to set the SET_OF_BOOKS_ID profile option to Updateable. See: Overview of User Profiles.

and Setting User Profile Options. For more information. use the System Administrator responsibility to set the GL: Data Access Set profile option. Step Number Required? Financials Setup Step Description Define Payables Lookups. See: Lookups. Window Name(s) Step 1 Required with Defaults Oracle Payables Lookups 1-6    Oracle Payables Implementation Guide .Step Number Required? Applications Setup Step Description After choosing your ledger. page 122. Window Name(s) Step 9 Required System Administrator responsibility: System Profile Values Financials Setup Steps: The following table shows the Financials setup steps that you need to complete when you set up Payables. Oracle Financials Implementation Guide. If you are not using multiple organizations feature. If you are using multiple organizations feature. See: Overview of User Profiles. see: Financial Common. Oracle Applications System Administrator's Guide. Oracle Applications System Administrator's Guide. set the option for the Oracle Payables application. set the option for each unique combination of organization and responsibility.

perform this step for each organization. Location Payables Setup    1-7 . Window Name(s) Step 2 Required with Defaults Oracle Purchasing Lookups Step 3 Optional Define distribution sets. enter employee lookups. See: Adding Lookup Types and Values. See: Setting Up Locations. Oracle Purchasing User Guide. and System Administration Guide. Distribution Sets Step 4 Optional If you use Payables to enter employees in your enterprise. If you use Multiple Organization Support. page 1-25. Reporting. Oracle Human Resources Lookups Step 5 Required Enter locations.Step Number Required? Financials Setup Step Description Define Purchasing Lookups. You can use a distribution set to automatically enter distributions for an invoice. See: Distribution Sets. Oracle Human Resources Management Systems Configuring. See: Defining Lookup Codes. Oracle Human Resources Management Systems Enterprise and Workforce Management Guide.

Oracle Human Resources Management Systems Workforce Sourcing. use the People window. Automatic Payment Programs Countries and Territories Step 9 1-8    Oracle Payables Implementation Guide .Step Number Required? Financials Setup Step Description Enter employees. and Flexible Addresses. See: Creating an Organization. and assign flexible address formats. you must define at least one Inventory Organization before defining Financials Options. If Oracle Inventory or Oracle Purchasing is installed. See: Countries and Territories. Window Name(s) Step 6 Conditionally Required People or Enter Person Step 7 Conditionally Required Inventory: Organization Step 8 Required with Defaults Optional Define payment programs. If you have Oracle Human Resources installed. Update country and territory information. page 1-95 . See: Enter a New Person. Oracle Receivables User's Guide. Oracle Human Resources Management Systems Enterprise and Workforce Management Guide. and Talent Management Guide. Deployment.

Payables Setup    1-9 . Some settings are irrecoverable. For more information. General Ledger: multiple windows Step 12 Required Set Up Taxes. See: Implementing Sequential Voucher Numbering. See: Setting Up Taxes in Oracle E-Business Tax. Important: Carefully consider your implementation options. Window Name(s) Step 10 Optional System Administrator responsibility: multiple windows Step 11 Optional Implement Budgetary Control in General Ledger. Oracle E-Business Tax User Guide E-Business Tax: multiple windows Payables Setup Steps The following table shows the setup steps you need to complete in Payables.Step Number Required? Financials Setup Step Description Implement sequential voucher numbering. . see: Financial Common and Product. Oracle General Ledger User's Guide. See: Setting Up Budgetary Control. page 133. Oracle Financials Implementation Guide.

perform this step for each organization. or Oracle Applications Upgrade Guide: Release 11i to Release 12. See: Oracle Applications Installation Guide: Using Rapid Install. page 134.Step Number Required? Payables Setup Step Description Install or upgrade Payables. System Administrator responsibility: Responsibilities 1-10    Oracle Payables Implementation Guide . See: Choosing a Ledger. Choose Ledgers Step 3 Required Use the System Administrator responsibility to assign your ledger to a responsibility. See: Function Security in Payables. If you use Multiple Organization Support. page B1. Window Name(s) Step 1 Required   Step 2 Required Select your primary ledger.

See: Payables System Setup. page 1-47. Window Name(s) Step 4 Optional System Administrator responsibility: System Profile Values Step 5 Required Define Financials options. See: Financials Options. If you use Multiple Organization Support. page 135. perform this step for each organization. page A-1. page 149. See: Profile Options in Payables. perform this step for each organization.Step Number Required? Payables Setup Step Description Set profile options. If you use Multiple Organization Support. Payables Options Payables Setup    1-11 . See: Payables Options. Financials Options Step 6 Required Define Payables System Setup options. Payables System Setup Step 7 Required Define Payables options.

Payment Terms 1-12    Oracle Payables Implementation Guide . See: Special Calendar. Window Name(s) Step 8 Optional Special Calendars Step 9 Required Define your payment terms. See: Payment Terms.Step Number Required? Payables Setup Step Description Define special calendars for key indicators. payment terms and withholding tax. page 171. page 172. recurring invoices.

bank transmission details. define Tax Authority type suppliers.Step Number Required? Payables Setup Step Description If you plan to use automatic withholding tax. You must do this before defining tax codes and tax groups. perform this step for each organization. Oracle Cash Management User's Guide. set up Supplier Sites for Tax Authority type suppliers for each organization. See: Entering Supplier Information. If you use Multiple Organization Support. If you use Multiple Organization Support. Oracle iSupplier Portal Implementation Guide. See: Bank Account Model Overview. Banks Payables Setup    1-13 . and bank accounts. Window Name(s) Step 10 Conditionally Required Suppliers Step 11 Required Define banks.

See: Defining Request Sets. See: Entering Supplier Information. set up Supplier Sites for each organization. perform this step for each organization. Oracle iSupplier Portal Implementation Guide. Window Name(s) Step 12 Conditionally Required Suppliers Step 13 Optional Define request sets. If you use Multiple Organization Support.Step Number Required? Payables Setup Step Description Define Suppliers. Request Set Step 14 Conditionally Required Assign Reporting Ledger. Assign Reporting Ledger 1-14    Oracle Payables Implementation Guide . If you use Multiple Organization Support. Oracle Applications User's Guide.

See: Interest Rates. define payment interest rates.Step Number Required? Payables Setup Step Description Define your purchase order matching tolerances. See: Invoice Hold and Release Names. If you use Multiple Organization Support. page 1-78. perform this step for each organization. See: Invoice Tolerances. Window Name(s) Step 15 Optional Invoice Tolerances Step 16 Required with Defaults Define invoice hold and release names. page 179. Payment Interest Rates Payables Setup    1-15 . page 1-94. You use these codes to apply and release holds from invoices. Invoice Hold and Release Names Step 17 Optional If you want to use Automatic Interest Calculation.

create templates for entering expense reports. If you use Multiple Organization Support. Window Name(s) Step 18 Optional Expense Report Templates 1-16    Oracle Payables Implementation Guide .Step Number Required? Payables Setup Step Description If you want to use Payables or Oracle Internet Expenses to enter employee expense reports. Oracle Internet Expenses Implementation and Administration Guide. perform this step for each organization. See: Defining Expense Report Templates.

page 1-96. perform this step for each organization. Withholding Tax Certificates and Exceptions Payables Setup    1-17 . If you use Multiple Organization Support. Withholding Tax Groups. page 198. and Setting Up Withholding Tax. Window Name(s) Step 19 Optional 1) Tax Codes and 2) Withholding Tax Groups Step 20 Optional Define withholding tax certificates and exceptions. Oracle Payables User's Guide. perform this step for each organization. If you use Multiple Organization Support. define tax codes and withholding tax groups. page 1-104. See: Tax Codes.Step Number Required? Payables Setup Step Description If you use automatic withholding tax. See: Withholding Tax Certificates and Exceptions.

page 1107. If you use Multiple Organization Support. page 1105. Window Name(s) Step 21 Conditionally Required Reporting Entity Step 22 Conditionally Required with Defaults Define additional United States 1099 income tax regions. perform this step for each organization. Income Tax Regions 1-18    Oracle Payables Implementation Guide .Step Number Required? Payables Setup Step Description Define one or more reporting entities for your organization for income tax reporting. See: Income Tax Regions. See: Reporting Entities.

See: Controlling the Status of Payables Periods. Note: If you plan to define foreign currency or multiple currency payment formats. page 158. page 1-109. See: Currency Payables Options.Step Number Required? Payables Setup Step Description Define any additional payment formats. See: Setting Up Formats. you must first enable the Allow Multiple Currencies Payables option in the Payables Options window. Oracle Payments Implementation Guide. Window Name(s) Step 23 Optional Payment Formats Step 24 Required Open your Payables accounting period. Control Payables Periods Payables Setup    1-19 .

See: Setting Up Print Styles and Drivers for the Supplier Mailing Labels Report.Step Number Required? Payables Setup Step Description Define the format for the Invoice Aging Report. then set up credit card programs. page 1112. System Administrator Responsibility: multiple windows Step 27 Optional If you use credit cards or procurement cards. page 1-118. page 3-1 multiple 1-20    Oracle Payables Implementation Guide . See: Setting Up Credit Card Programs. Window Name(s) Step 25 Optional Aging Periods Step 26 Required Set up Print Styles and Drivers for the Supplier Mailing Labels Report. See: Aging Periods.

Related Topics Enabling Automatic Offsets. Oracle Payables Implementation Guide Setting Up Payables for Budgetary Control. Oracle Subledger Accounting Implementation Guide.Step Number Required? Payables Setup Step Description If you want to use the Invoice Approval Workflow to automate your approval process then enable the feature and set up the workflow. See: Invoice Approval Workflow Overview. Oracle Projects Implementation Payables Setup    1-21 . page 1-113 Payables Navigator Paths. page 7-4 Setting Up Payables for Automatic InterestPrompt Payment Support. Oracle Payments Implementation Guide Setting Up Withholding Tax. page 7-2 Payables Implementation Information. Oracle Payables User's Guide Implementing Oracle Payables for Projects Integration. Oracle Payables Reference Guide Setting Up Intercompany Accounting. page 7-3 Understanding Funds Disbursement. see Subledger Accounting Options Setup Overview. Oracle Payables User's Guide and Setting Up Invoice Approval Workflow. page 1-84 Window Name(s) Step 28 Optional multiple Subledger Accounting Setup For information on setting up Subledger Accounting.

in the Oracle Payables Lookups window. Oracle Payments Implementation Guide Setup for XML Invoices. For lookup types that you can modify. and in some cases. Oracle Applications Developer's Guide. the lookups on the list will appear in the user's language. When a user selects lookups from a list of values. Sometimes the values on the list are items you have defined in a setup window. and so on. are lookup names for the lookup type of Invoice Type. If you use Multiple Language Support (MLS). Oracle iSupplier Portal User's Guide General Features of Oracle Payments. You can view all Payables lookups in the Oracle Payables Lookups window. For example. you can't modify most lookups. However. To remove an obsolete lookup you can disable the code. see: Lookups. Use the Oracle Payables Lookups window to review and maintain sets of values. see: the Oracle Applications User Guide. and the allowable values for the lookup type are called lookup names. you can define lookups in each of your installed languages. page 2-4 Lookups A lookup is any predefined value that was not defined in a setup window. page 2-1 Setting Up Your System for Future Dated Payments. page 7-1 Setting Up Your System for Matching. the Payables application uses lookups that you do not use for data entry. Debit Memo. A lookup category is called a lookup type. which you can view. payment terms. or change the meaning and description to match a replacement code. page 1-46 Setting Up Your System for Positive Pay. For example. update. Other predefined sets of values are lookups. that you use in Payables. you must select a value from a predefined lists of values. or lookups. such as lookups that list exceptions on the Expense Report Export Results page.Guide Setting Up Your Accounting Method. or tax codes. such as Standard. For more information. 1-22    Oracle Payables Implementation Guide . enter an end date. For detailed information on defining and updating lookups. You cannot change lookup name values after you save them. In some fields. such as supplier names. page 4-1 Overview of Oracle iSupplier Portal. you can define additional values for Source. For example. Select Translations from the toolbar or menu to enter the lookup name and description in other languages. which you specify when you import invoices. you can define up to 250 lookup names. names of invoice types. You can add lookup names to some lookup types. Prepayment.

See: Entering Supplier Information. Define Withholding Tax type tax codes. Pay Group. Card Brand. Oracle iSupplier Portal User's Guide. CHIPS. Supplier Type. page 1-116. • If you want to use an AWT Rate Type other than Standard. MasterCard. Oracle Payables User's Guide. AWT Rate Types. and Standard lookup names. Minority Group. Diner's Club. You enter this value in the Type field of the Classification region of the Suppliers window. and Visa. Payables predefines the following: Certificate. Freight Terms. This value cannot exceed 25 characters or you will not be able to see it in the Suppliers window.Purchasing Lookups Note that in the Oracle Purchasing Lookups window you can add values for the following lookups that Payables uses: • FOB. Important: Oracle Payables uses only the Standard AWT Rate Type. See: Setting • Payables Setup    1-23 . • • • • Payables Lookups You can add values for the following lookup types in this window: • AWT Certificate Types. Payables includes four card brands: American Express. OTHER. Supplier default for all new purchase orders. SWIFT. • Bank Branch Type. See: Tax Codes. See: Entering Supplier Information. page 1-96. Supplier classification for reporting purposes. See: Classification Region of the Suppliers window. Used in the Credit Card Programs window. page 1-104. Define withholding tax certificates. See: Creating Multiple Payments. Payables predefines the following Bank Branch values that you enter in the Banks window: ABA. See: Withholding Tax Certificates and Exceptions. Supplier default for all new purchase orders. See: Entering Supplier Information. Oracle iSupplier Portal Implementation Guide. Oracle iSupplier Portal Implementation Guide. Penalty. you may want to customize Automatic Withholding Tax to perform special behavior based on the AWT Rate Type. Payables predefines the Standard lookup name. Oracle iSupplier Portal Implementation Guide. Exception. Groups invoices in payment batches. See: Customizing Automatic Withholding Tax. Supplier classification for reporting purposes.

EDI Transaction Handling. Not implemented. Tax Type. See: Payables Open Interface Import Program. see: • • Italy: Custom Bill. Use. Used when you define your payment documents in the Manage Payment Documents page accessed from the Banks Accounts page. CTX. Exempt Vat. PPP. page 1-96. Used when you enter the source of invoices you want to import. PPD. CCP. and Withholding Tax. Used to define a Custom Tax type tax code. IPI • • • • • • Country-specific lookups The following lookups are used only in certain localized versions of Payables. When a distribution has a Custom Tax type. Oracle Payables User's Guide. EDI Payment Method. EDI to payee's bank. • JE_Custom_Bill_Tax Type. Oracle Payments User's Guide. Payables predefines the following lookup names: C. EDI Payment Format. FEW. Payables predefines three disbursement type values: Combined. See: Tax Codes. Payables predefines the following lookup names: CCD.Up Credit Card Programs. Used to define tax codes. BACS. and Recorded. Computer Generated. Z. it predefines the following tax codes for installations in Italy and Brazil. Payables predefines the following lookup names: ACH. • • Date Mask. EDI to payer's bank. BOP. Non Taxable. Used in the Modify Payment Batch window when you remove all invoices for a supplier site from a payment batch. Source. • Don't Pay Reason. Offset. EDI to payee. For details on these tax types. Payables predefines the following lookup names: Do not route. JE_EEC_VAT_Doc. page 3-6. EDI Remittance Method. Disbursement Type. EDI to Third party. D. I. • 1-24    Oracle Payables Implementation Guide . the amount entered is a statistical amount and is reported in the Purchase VAT register. In addition. FWT. (This value is no longer used). CTP. See: Overview of the Funds Disbursement Process Home Pages. Payables uses four predefined tax type values: Sales. U. ZZZ. SWT. Self Invoice Brazil: ICMS.

The sum of the distribution percentages must equal 100. Not implemented. You can assign a default Distribution Set to a supplier site so Payables will use it for every invoice you enter for that supplier site. Enter an Inactive On date to specify when this distribution set is no longer available. For example. leaving the amounts zero. If you do not assign a default Distribution Set to a supplier site. Not implemented.• • • • JE_Exempt_Tax_Type. a Full Distribution Set for a rent invoice assigns 70% of the invoice amount to the Sales facility expense account and 30% to the Administration facility expense account. JE_Self_Inv_Tax_Type. you can always assign a Distribution Set to an invoice when you enter it. A Skeleton Distribution Set for the same invoice would create one distribution for the Sales facility expense account and one distribution for the Administration facility expense account. You could then enter amounts during invoice entry depending on variables such as that month's headcount for each group. enter the Name and Description of the Distribution Set you are creating. you can create for an advertising supplier a Distribution Set that allocates advertising expense on an invoice to four advertising departments. If you enable and use a descriptive flexfield with your distribution set lines. JE_Self_Invoice_Doc. Create as many distributions as you need. the amount entered is a statistical amount and is reported in the Self Invoice Purchase and Sales VAT registers. Creating Distribution Sets To create a Full Distribution Set: 1. JE_Nontaxable_Tax. Payables Setup    1-25 . Distribution Sets You can use a Distribution Set to automatically enter distributions for an invoice when you are not matching it to a purchase order. Enter the Account and Description for each distribution and enter the Percentage of the invoice amount that you want to distribute to the Account. Used to define a Self Invoice type tax code. When a distribution has a Self Invoice tax type. or use Skeleton Distribution Sets to create distributions with no set distribution amounts. Used to define a Non Taxable type tax code. For example. Use Full Distribution Sets to create distributions with set percentage amounts. the data in the flexfield will be copied to the invoice distributions created by the Distribution Set. You can enter positive and negative percentages. 2. In the Distribution Sets window.

check Project Related. 2. The Account Generator will then create accounts based on the new information. Enter the Account and Description for each distribution and leave the Percentage at zero. optionally enter an Income Tax Type. Creating a Project Related Distribution Set If you have Oracle Projects installed. Prerequisite • Oracle Project Costing is installed. To create a project related Distribution Set: 1. include skeleton in the name to remind you to enter the line amounts. If you use Oracle Grants Accounting. Save your work. In the Distribution Sets window enter the Name and Description of the Distribution Set you are creating. Task. Enter either a Skeleton or Full Distribution Set in the Distribution Sets window. and Organization. 2. Enter an Inactive On date to specify when this distribution set is no longer available. 3. Expenditure Type. Payables automatically assigns type Full to your Distribution Set. The system uses the project information to build the distribution accounts. Payables automatically assigns type Skeleton to your Distribution Set. You can override the project fields on the distribution. Tip: If you create a skeleton Distribution Set. you can associate a distribution with a project by entering project information on invoice distributions.If you are creating a Distribution Set for a federally reportable supplier. Save your work. 3. To create a Skeleton Distribution Set: 1. If you are creating a Distribution Set for a federally reportable supplier. Payables automatically enters the project information on the distribution for you. Create as many distributions as you need. If a distribution is project related. Enter the Project. If you use a project related distribution set. you can enter a value for Award Number. to 1-26    Oracle Payables Implementation Guide . optionally enter an Income Tax Type.

you may decide to assign the sequence of numbers to a document category of Credit Memo Invoices. each voucher number retains audit records. you can confirm that no document has been lost. Oracle Projects Implementation Guide Oracle Grants Accounting Integration. each Credit Memo you create will have a unique voucher number.record the award associated with the project. you cannot change it. Oracle Payables User's Guide Voucher Numbers and Document Sequences You can assign a unique voucher number to each invoice and payment document in your Payables system so you have a unique identifier for each document. When you create and save a sequence. you can locate each invoice based on its unique voucher number. called a sequence. Oracle Payables User's Guide Entering Project Related Invoices and Distributions. Voucher numbers provide proof of completeness. When setting up document sequencing. Save your work. You can also maintain an audit trail because you can trace a journal entry back to the original document in Payables. you select a set of numbers. For example. read this section and the related documentation on Document Sequences in the Oracle Applications System Administrator Guide. Before you set up your system for voucher numbers. Oracle Payables User's Guide Implementing Oracle Payables for Projects Integration. Even if invoices or payments are deleted. You can set up document sequencing for all of the documents you use in all of your Oracle Applications. Then. For example. Assigning unique voucher numbers to documents is called document sequencing. Important: Plan your setup carefully. If you use sequential voucher numbers. Related Topics Entering Invoices for Suppliers Subject to Income Tax Reporting Requirements. you may get two invoices with identical invoice numbers from two different suppliers. If you assign a voucher number to each. a concurrent process starts that automatically generates the sequence. that you will assign to a type of document. The type of document is called a document category. When you save it. Specifying the sequence that will be assigned to a category is called assignment. 3. Wait until this process completes successfully before continuing with assigning the sequences to a Payables Setup    1-27 .

then Payables cannot process the document. When you define sequences. Since numbers are entered manually. When Payables automatically assigns sequence numbers it always assigns the next available number in the sequence. Payables assigns numbersautomatically when the document is created. If Payables creates a document automatically (for example. then assign only an automatic sequence to it. The system confirms only that the number is unique and that it is in the correct sequence for the document category. Do not assign manual sequences to documents that Payables creates automatically (for example. electronic payments) because you cannot manually enter a voucher number for those documents. Enter voucher numbers manually by entering a number in the Voucher Number field when you create a document. Manually entered invoices in the Invoice Workbench Manual payments Quick payments 1-28    Oracle Payables Implementation Guide . Gapless Sequences (Type of Automatic Sequence valid only in the context of certain localizations): Payables assigns numbers automatically. you define automatic sequences and (optionally) manual sequences. if there is a system problem while you are saving a document. the transaction date.category. you may still have gaps in the sequence. Important: Do not use voucher numbers that exceed nine digits. • • For the following documents that users enter manually. • Manual Sequences. for example. you can assign either manual or automatic sequences: • • • • Manually entered invoices in the Quick Invoices window. Document Sequences You can define any number of document sequences. recurring invoices). for example. If your voucher number exceeds nine digits in Payables. you can add coding to the number. Automatic Sequences. This ensures that you have no gaps of unassigned numbers in the sequence. it confirms that the document has been successfully created before it assigns the next available number in the sequence. Payables can assign numbers automatically for any document. The system does not ensure that you have entered the next available document number in the sequence. whether it is created manually by users or automatically by Payables. However.

When you create a payment. Electronic Payments. You can assign a single document sequence to one or more document categories. Payables predefines the following categories for Payables documents: • Predefined invoice categories: Standard Invoices. Prepayment Invoices. Interest Invoices. Clearing Payments. • • • Invoices created from recurring invoice templates Payments created in a payment batch Interest invoices Important: Once you save your changes in the Document Sequences window. Mixed Invoices. you could assign one sequence to all invoice categories.) For the following documents that Payables automatically creates. see: What is a Document Sequence?. Credit Memo Invoices.• Invoices you import through the Payables Open Interface Tables (Manual voucher numbers are possible but not recommended. Wire Payments • When a document is created. Debit Memo Invoices. Payables defaults the payment document category based on the payment method you assign to the payment document. Adjustment Invoices Predefined payment categories: Check Payments. the only fields you can update are the Description fields and the Message check box. PO Price Adjustment Invoices. since you would have to enter correct voucher information for each invoice in the Open Interface Invoices window. Document Categories A document category is a set of documents (invoices or payments) that share similar characteristics. • Invoices: Payables assigns a default invoice document category in the Document Category Name field in the Invoices window based on the value you select in the Invoice Type field in the Invoices window Payments: In the Payment Documents window. Recurring Standard Invoices. Supplier Refund Payments. For example. For detailed information. Payables automatically assigns the default document category to the document. Expense Report. Oracle Applications System Administrator's Guide. the document category defaults from the payment • Payables Setup    1-29 . Oracle Applications System Administrator's Guide and Sequence Assignments Window. you can assign automatic sequences.

AP_CHECKS_ALL stores all payment information. This includes expense reports entered in Payables. Additional Information About the Document Categories Window The following is additional information for some of the fields in the Document Categories window. The document entry method indicates whether Payables automatically creates the document or a user manually enters the 1-30    Oracle Payables Implementation Guide . the system stores this value in the DOC_CATEGORY_CODE column for the document record. Application. ledger. Table Name. For detailed information. Oracle Applications System Administrator's Guide. You further specify a unique combination of Oracle Application. and document entry method (Manual or Automatic). and Projects. Name. Document category name that the user sees in the Document Category field in Payables windows. Code. Use these hints as a reference while you are using the following documentation: Document Categories Window. AP_EXPENSE_REPORT_HEADERS_ALL stores all expense report information before it is imported. The application that owns the tables where the voucher number will be stored: Oracle Payables. • • AP_INVOICES_ALL stores all invoices. This is also the name you enter in the Category field of the Sequence Assignments window. Internet Expenses. see: Define Document Categories. If you enable this Payables option for payments you can also override the document category in the Payment Documents window. If you enable Document Category Override in the Invoices region of the Payables Options window. you can override the default document category that Payables automatically assigns to invoices or payments. When you select a document category for a document. This is the code for the category that is stored in the application tables. Oracle Applications System Administrator's Guide.document. you assign sequences to one or more document categories. The Payables table that stores the document (and the document's voucher number). You can use the document categories that Payables provides and you can define additional categories. Important: Once you save a Document Category you cannot change it. • Sequence Assignments In the Sequence Assignments window.

You can choose one of the following options: • Not used. if both categories are in the same application (Payables). Always Used. Important: We recommend that you do not change this value once • • you have set it. or Site level. It does ensure that any numbers entered are unique but it does not require the next available number. or you can define and assign the sequence before you proceed. if you update the value after you have been using voucher numbers. You cannot enable the Allow Document Override Payables Option. is no longer displayed because the system is using a different column. and whether you are required to assign voucher numbers to documents. you can assign an automatic numbering sequence to documents you enter manually (such as category Standard Invoices) and documents created automatically (such as category Expense Reports). then you cannot proceed until you define and assign a sequence. Payables Setup    1-31 . You cannot enter a document category or sequence name Partially Used. The system enforces sequential numbering for all of the sequences that are assigned to a document category. If you select Partially Used or Always Used. existing voucher number data. then Payables displays a warning message that a sequence does not exist. This option can be enabled at the Responsibility. You can assign the same document sequence to more than one category if the application specified in the sequence is the same as the application specified for the category. Consequently. Application.document. if you enter a number it is stored in the VOUCHER_NUM column. You can proceed without a sequence. while not lost. For example. the system populates the DOC_SEQUENCE_VALUE column. If you attempt to create a document and no active sequence has been assigned to its document category. then you need to assign an automatic sequence to the document category. The system does not enforce sequential numbering. The system enforces sequential numbering for all document categories. If you create a document and no active sequence has been assigned to its document category. Sequential Numbering Profile Option The Sequential Numbering profile option controls whether you can assign voucher numbers to documents. Remember that if Payables creates a document automatically (Expense Reports). When you select Not Used.

For a text description of the previous graphic. You assign the sequence to a document category you create called Standard Manual Invoice. Payables enters the next available number from the Auto Expense sequence into the Voucher Number field. see: Text Description of the Using Sequential Numbering Graphic. When you manually enter a Standard invoice. Document Sequencing Setup Examples Example 1 You specify Always Used for the Sequential Numbering profile option. Oracle Payables User's Guide. You enable the Document Category Override Payables option for invoices. You create a document sequence named Auto Expense that uses automatic numbering. You assign the sequence to the document category Expense Report. Payables ensures that the number assigned is unique for the Auto Expense sequence. you can override the default category. used for invoices created from expense reports. Example 2 You also create a document sequence named Man Inv Standard that uses manual numbering. and enter Standard Manual Invoice in the Document 1-32    Oracle Payables Implementation Guide . Standard Invoice.

4. Set the value to either Partially Used or Always Used. Important: Plan your document sequencing carefully. Assign Document Sequences to document categories in the Sequence Assignments Payables Setup    1-33 . 3. Because you set Sequential Numbering to Always Used. Enable the Sequential Numbering Option in the System Profile Values window. your voucher numbers exceed nine digits in Payables. then Payables cannot process your documents. plan a sequence to assign to each document category. Refer to the Oracle Applications System Administrator Guide for details on each step. Payables does not require you to use the next available voucher number. Payables ensures that the number you assign is in the sequence and that it is unique within that sequence. page 1-33 Implementing Sequential Voucher Numbering The steps below are a summary of the steps to implement document sequencing. you must enter in the Voucher Number field an available number from the Man Inv Standard sequence. You cannot make changes to the important data in the Document Sequences and Document Categories windows after you save your work. Related Topics Implementing Sequential Voucher Numbering. When you enter voucher numbers in this manner. Oracle Applications System Administrator's Guide. Optionally define Additional Document Categories in the Document Categories window. • To implement sequential voucher numbering: 1. See: Defining a Document Sequence. Define Document Sequences in the Document Sequences window. Important: Do not use voucher numbers that exceed nine digits.Category field. If 2. Remember not to assign manual sequences to documents that the system creates automatically. Oracle Applications System Administrator's Guide. Log in as the System Administrator to perform the first four steps. See: Document Categories Window. and decide if the sequence will be automatic or manual. Prerequisite • Plan every document category you will use (across all Oracle Applications).

you can choose one primary ledger for each installation of Payables. Oracle Cash Management User's Guide. and ledger currency your organization uses to record transactions in Payables. Once disabled. a sequence cannot be reactivated. You can change these options after you have set them. enable Document Category Override options in the Invoice region.window. Related Topics Voucher Numbers and Document Sequences. you can then disable the sequence in the Document Sequences window. Your responsibility determines with which ledger you are working. Important: You cannot change your Ledger selection in this window after you save it. 6. If you are not using the Multiple Organization support feature. Choosing a Ledger Your ledger defines the account structure. Your system administrator associates a responsibility with a particular organization and ledger. Prerequisites 1-34    Oracle Payables Implementation Guide . If you want to use custom document sequences. Assign Default Document Category to Bank Account Payment Documents. then in the Payables Options window. 5. you can disable an assignment by entering an End date. Once you have disabled the assignment. See: Assigning a Document Sequence. The name of your ledger appears on all reports you generate in Payables. You have the option of setting up multiple organizations within one installation of Payables. You must enable this option for payments if you want to assign custom document categories to payment documents you define. page 1-49. See: Bank Account Model Overview. Oracle Applications System Administrator's Guide. page 1-27 Making a Sequence or Assignment Inactive In the Sequence Assignments window. Important: Always disable the assignment before you disable a sequence or you will have a category with an inactive sequence assigned to it. See: Payables Options. The End date is the last date that the assignment is active. accounting calendar. Your system administrator associates ledgers with one or more responsibilities.

Values you enter in this window are shared by Oracle Payables. page 1-49 Creating Dummy Accounting Reference Data for Oracle Training Administration. Depending on your application. 3. If you do not have Oracle Human Resources installed. 2. Enter the name of the ledger you want to use. but the change will not affect the Payment Terms of existing suppliers. Related Topics Setting Up Oracle Payables. page 1-42 Payables Options. page 1-1 Accounting Methods. Attention Oracle Purchasing Users: Payables Setup    1-35 . you do not need to enter defaults in the Encumbrance region. See Oracle General Ledger Implementation Guide. you don't need to enter defaults in the Tax region. To see the default hierarchy for Payables review the Account Default Hierarchy Chart: page E . Net 30 will be used as a default for any new suppliers you enter. purchase order entry. If you do not use encumbrance accounting or budgetary control. if you change the Payment Terms from Immediate to Net 30. Oracle Purchasing. you can update them at any time. Although you only need to define these options and defaults once.• Define Ledger Sets.11. and Oracle Assets. you may not be required to enter all fields. and automatic payments. it will only be used as a default for subsequent transactions. you do not need to enter defaults in the SupplierPurchasing region. For example. If your enterprise does not need to record a VAT registration number. Attention Oracle Payables Users: You are required to enter defaults for the Accounting Financials Options in the Accounting region. Save your work. you are not required to enter defaults in the Human Resources region. To choose your primary ledger: 1. invoice entry. If you change an option and it is used as a default value elsewhere in the system. Navigate to the Choose Ledger window. Oracle Learning Management User's Guide Financials Options Use the Financials Options window to define the options and defaults that you use for your Oracle Financial Application(s). You can define defaults in this window to simplify supplier entry. requisition entry. If you do not also have Oracle Purchasing installed.

Payables assigns this account as the default Liability Account for all new suppliers you enter. If you use future dated payments. and Oracle General Ledger installed. GL Accounts Liability. You can override this value during supplier entry. The bank account value defaults to new payment documents. You can enter invoices in future periods. page 1-39 Supplier . and Accounting. Prepayment. you are only required to enter information in the following regions: Accounting and Supplier Purchasing. This value defaults to all new suppliers and new bank accounts. The supplier value defaults to all new supplier sites. 1-36    Oracle Payables Implementation Guide . When Payables accounts for future dated payments. Attention Oracle Assets Users: If Oracle Assets is the only product you use. Future Dated Payment. page 1-36 Encumbrance. it uses the Future Dated Payment Account from either the supplier site or the payment document. Financials Options Window Reference Select the region that contains the options you want to enter or review: Accounting. The Financials option value defaults to new suppliers. page 1-37 Human Resources. you are only required to enter information in the following regions: Supplier. then the Liability Account for an invoice determines the liability account(s) charged when you create accounting entries for invoices.If Purchasing is the only Oracle application installed at your site. and you have Oracle Payables. Oracle Payables User's Guide. Payables displays the number of future periods you use in your ledger.Purchasing. Human Resources. Oracle Purchasing. page 1-40 Tax Financial Options. If you use Accrual Basis accounting. Oracle General Ledger User's Guide. See: Defining Encumbrance Types. page 1-41 Accounting Financials Options Future Periods. define your encumbrance options in the Encumbrance Financials Options region. and the supplier value defaults to new supplier sites. Payables uses this value to limit the number of future periods you can maintain in the Control Payables Periods window. For more information see: Accounting for Prepayments. Attention Encumbrance Accounting Users: If you use encumbrance accounting. depending on the option you select in the Payment Accounting region of the Payables Options window. The Prepayment account and description for a supplier site's invoices. then enter a value for Future Dated Payment account.

Purchasing. you must install Payables. and Purchasing assigns to your requisitions and purchase orders. Use the Payables Options window to select your method for distributing discounts for your invoices. Payables uses this as a temporary account to record credit card transaction activity. this should be an asset account. Payables credits this account with offsets to the original debit entries when an employee expense report entered in Internet Expenses that has credit card transactions on it. then this should be a liability account. Use this region to enable encumbrance accounting and to specify the default encumbrance types Payables assigns to your invoices. Used only when importing invoices submitted in XML Gateway. Payables uses this account to record the discounts you take on payments. These accounts are not used to record variances for your expense items. The variance is calculated between the invoice and either the purchase order or the receipt. Payables calculates these amounts during Payables Invoice Validation. If you enter a value here then the system uses this account for all Miscellaneous charges on invoices your suppliers enter in iSupplier Portal. Expenses Clearing. The system also uses this value for any miscellaneous charges your suppliers send in XML invoices. This account is optional when you use the Company Pay payment option of Oracle Internet Expenses. Any exchange rate variance for your expense items is recorded to the charge account of the purchase order. If you enable encumbrance accounting or budgetary control. If you use the perpetual accrual method in Purchasing. Purchasing reverses purchase order encumbrances when you inspect. accept. PO Rate Variance Gain/Loss. If you do not enter a value here then import prorates miscellaneous charges across Item lines for XML invoices. See: Expenses Clearing Account. Payables debits this account when you create an invoice to pay a credit card issuer for credit card transactions. depending on how you matched the invoice. and General Ledger. Retainage:Used for the amounts or percentages of payments that are withheld until work under a contract is completed and accepted.If you relieve liability payment time. the account entered in the Expenses Clearing Account field of the Card Programs window takes precedence. Encumbrance Financials Options To use encumbrance accounting or budgetary control. and deliver the units. Payables uses these accounts to record the exchange rate variance gains/losses for your inventory items. Discount Taken. If you relieve liability at future dated payment maturity. Purchasing creates encumbrances when you reserve funds for a requisition or purchase order. If you are using the Payables Setup    1-37 . If you do not enter a value here then the system prorates Miscellaneous charges across Item lines on iSupplier Portal invoices. If you enter an expenses clearing account in this field and in the Expenses Clearing Account field of the Card Programs window. page 3-6 Miscellaneous. If you choose to distribute your discounts to the system Discount Taken Account.

If you enable Use Requisition Encumbrance. To create encumbrances for purchase orders and requisitions entered before encumbrances are enabled: • For existing purchase orders and requisitions that are not receiving or invoice matched. Encumbrance Type. and when the invoice encumbrance type is different from the Purchasing encumbrance type. Reserve at Completion. Note: Encumbrance are relieved upon receipt if accrue on receipt is • • used or when invoiced if period end accrual is used. Oracle Payables User's Guide. it could result in wrong funds available and create issues in budgetary control and with Payables-Projects integration. Oracle Payables User's Guide.periodic accrual method in Purchasing. See also: Encumbrances in Payables. You can define additional encumbrance types in Oracle General Ledger in the Encumbrance Types window. and invoice encumbrances: Commitment and Obligation. you must reapprove the documents after enabling encumbrances. For existing purchase orders and requisitions that are partially received or partially invoice matched: • Final close or cancel the documents. Enter any remaining unreceived or unbilled quantities since encumbrance are relieved when the item is received or invoiced. If there are open Requisitions when this option is changed. then recreate them after encumbrances are enabled. Purchasing creates journal entries and transfers them to General Ledger to encumber funds for purchase requisitions. Note: If you ever change this option. Payables reverses the purchase order encumbrances when you create accounting entries for invoices. If you enable this option. Payables creates encumbrances when there is a variance between a matched invoice and the purchase order to which it is matched. Purchasing assigns this encumbrance type to the encumbrance journal entries it creates for purchase requisitions. See also: Encumbrance Entries in Payables. Oracle Financials provides two predefined encumbrance types that you can use to identify requisition. Use Requisition Encumbrance. purchase order. Encumbrances are created if encumbrances are enabled during the approval and reservation process. indicate whether 1-38    Oracle Payables Implementation Guide . you must select an encumbrance type by which you can identify your requisition encumbrance journal entries. Enable this option to encumber funds for requisitions. ensure that there are no Requisitions that are still open. If you enable Use Requisition Encumbrance.

Invoice Encumbrance Type. Payables will encumber funds for it during Payables Invoice Validation. If you enable this option and enter a non-purchase order matched invoice. select an invoice encumbrance type by which you can identify your invoice encumbrance journal entries. select a purchase order encumbrance type by which you can identify your purchase order encumbrance journal entries. Oracle Payables User's Guide Defining Ledgers. Oracle General Ledger User's Guide Defining Encumbrance Types. Purchasing assigns this encumbrance type to the encumbrance journal entries it creates for purchase requisitions and purchase orders. Oracle Payables User's Guide Budgetary Control In Payables. If there are open Purchase Orders or Invoices when this option is changed. purchase order and receipt matched invoices. PO Encumbrance Type. Purchasing encumbers funds for purchase orders and Payables encumbers funds for variances during Payables Invoice Validation for purchase order and receipt matched invoices. Oracle General Ledger User Guide Human Resources Financials Options Use this region to enter the options and defaults for entering employee information in the Enter Person window. Oracle General Ledger Implementation Guide Overview of Encumbrance Accounting. If you use purchase order encumbrance. Note: If you ever change this option. only requisition approvers will have the option to reserve funds. Enable this option to encumber funds for purchase orders. All Payables encumbrances are reversed when you create accounting entries.you want requisition preparers to have the option to reserve funds. you must also enable this option. Business Group. Payables assigns this encumbrance type to the encumbrance journal entries that it creates. you must Payables Setup    1-39 . Oracle Payables User's Guide Encumbrance Entries in Payables. Enter the name of the business group that you want to associate with Purchasing. Related Topics Invoice Variances. If you enable this option. Use PO Encumbrance. it could result in wrong funds available and create issues in budgetary control and with Payables-Projects integration. If you enable Use Purchase Order Encumbrance. We recommend that you use an encumbrance type different from the Purchasing encumbrance type so you can identify invoice encumbrances. Oracle General Ledger User's Guide Entering Encumbrances. If you do not enable this option. If you enable Use Requisition Encumbrance. If you use Purchasing jointly with Oracle Human Resources. ensure that there are no open Purchase Orders or Invoices. and basic invoices (not matched).

a Social Security number for a United States employee. Use Approval Hierarchies. If you select the Automatic Employee Numbering method. If you use Purchasing without Human Resources. In Purchasing. Important: Be careful if you switch from manual to automatic entry. When you use manual entry. The default for this field is the Human Resources default of Setup Business Group. • Automatic. • • The employee number must be unique. The system prevents you from entering a value in this field if you install Oracle Human Resources or Oracle Payroll. Manual. The system automatically assigns a unique sequential number to each employee when you enter a new employee. which default to new purchasing 1-40    Oracle Payables Implementation Guide . The system automatically enters the employee's National Identifier Number as the employee number. Next Automatic Number. If you switch to automatic after having entered employee numbers manually. For example.Purchasing Financials Options The options you define in this region.reference the business group that you define in Oracle Human Resources. Enable this option to use positions and position hierarchies to determine approval paths for your documents within Purchasing. You enter the employee number when you enter an employee. Supplier . except for Inventory Organization. enter the starting value you want the system to use for generating unique sequential employee numbers. You can override this default during employee entry or expense report entry. you can assign any number and in any order. You can enter your employee numbers manually or let the system generate sequential employee numbers. are used as default values for the Purchasing region of the Suppliers window. You can change the numbering method at any time. make sure the next available number for automatic entry is larger than the largest number you have already recorded. Expense Reimbursement Address. Use National Identifier Number. Disable this option of you want approval paths based on the supervisor structure. the system displays the number that it will assign to the next new employee you enter. you can use the default value. The business group determines which employees you can use in Purchasing. Employee Numbering Method. If you switch from manual to automatic entry. the system may try to assign a number that you already assigned. After you enter a number and save your changes. The supplier values default to new supplier sites for the supplier. you can see only the employees in this business group. Select the default address you want to use on payments for employee expense reports: Home or Office. The system uses this default for each new employee you enter.

items you define in this organization become available in Purchasing. use the Freight Carriers window to define a new shipping method.documents for the supplier site. You can override defaulted values during entry of the supplier. You can associate each of your Purchasing operating units with one inventory item master organization. You need to choose an inventory organization if you use Purchasing. RFQ Only Site. You can only choose an inventory organization that uses the same ledger as your Purchasing operating unit. The name of the ship-to and bill-to location for the system default values. Do not change the Inventory Organization after you have already assigned one to Purchasing. Tax Financial Options The options you enter in this region control VAT registration for tax purposes. Freight Terms. When you associate your Purchasing operating unit with an inventory organization. The value you enter here is the value in the Description field of the Freight Carriers window in Purchasing. Your organization is assigned a VAT Registration Number if you register to pay VAT. If the name you want does not appear in the list of values. If the type of freight carrier you want does not appear in the list of values. VAT Registration Number: The value added tax (VAT) registration number for your organization. Default value for all new suppliers. Member State: The location of your company or organization. Ship-To and Bill-To Location. If the type of FOB you want is not in the list of values. Payables prints this number on the header of the Intra–EU VAT Audit Trail Report. Oracle Human Resources Management Systems Enterprise and Workforce Management Guide. See also: Setting Up Locations. Ship Via. Payables uses this country name to determine if your company or organization is located in a member state of the European Union (EU). and purchasing documents. You can define new freight terms in the Oracle Purchasing Lookups window. use the Oracle Purchasing Lookups window to define a new FOB. FOB. Inventory Organization. The freight terms for a supplier identify whether you or your supplier pays for freight charges on goods you receive. You cannot create purchase orders in Purchasing for a supplier site which is an RFQ Only Site. use the Location window to enter a new location. Payables Setup    1-41 . supplier site. values you enter in this window will default to both the Supplier and Supplier Site. The first two characters of a VAT registration number are the country code for the country or state where the registered company or organization is located. Note: If you use the Multiple Organizations Support feature. Freight carrier you use with suppliers.

you may want to manage your company on an accrual basis. • Accrual Basis Accounting. For prepayments. and do not record liability information for invoices. bank charges. Important: Carefully consider these settings at implementation time because you cannot change them after accounting events occur (for example. When you create accounting entries. When you reconcile payments using Oracle Cash Management. You create accounting entries for invoices and payments. • Combined Basis Accounting. The payment accounting entries typically debit your expense or asset account and credit your cash or cash clearing account. you choose a ledger in which you will account for transactions. You choose which will be your primary and your secondary ledger. the system might also create accounting entries for cash clearing.) Set up your accounting method to create accounting entries in compliance with one of the following accounting methods: • Cash Basis Accounting. For example. cash or accrual. Invoice accounting entries are recorded for your accrual ledger. The accounting method determines the types of accounting entries created for Payables transactions. Combined basis accounting allows you to produce financial reports for either your cash or accrual ledger. The payment date is used as the accounting date for your expense and cash journal entries. you might also create entries for discount taken and foreign currency exchange gain or loss. The invoice accounting entries generally debit your expense or asset account and credit your liability account. You account only for payments.You maintain one ledger for cash accounting and one ledger for accrual accounting. Payment accounting entries typically debit the liability account and credit the cash or cash clearing account.Accounting Methods Oracle Payables leverages Oracle Subledger Accounting to define the primary and secondary accounting methods used. and payment accounting entries are recorded in both your cash ledger and accrual ledger. bank errors. and foreign currency exchange gain or loss between payment and reconciliation time. accounting entries debit your prepayment account and credit your liability account. accounting entries debit your liability account and credit your prepayment account. For prepayment applications. You might also create accounting entries for discount taken and foreign currency exchange gain or loss. For each accounting method. after any invoice has been validated in your system. but require cash basis accounting information for certain regulatory 1-42    Oracle Payables Implementation Guide .

You then pay the prepayment and apply the prepayment to the invoice. You pay the remaining amount of the invoice and create accounting entries for the prepayment application and the invoice.reporting on a periodic basis. Accrual Basis Accounting Examples In the following examples. When you account for the prepayment and invoice. The prepayment application accounting entry debits the liability account for the amount of the prepayment and credits your prepayment account. it records the liability and cash transactions along with the appropriate discount transaction. The invoice payment accounting entry debits your liability account for the reduced invoice amount and credits your cash account. When Subledger Accounting creates accounting entries. it debits the expense account and credits the liability account. Subledger Accounting records the expense and liability transactions for the invoices. Example 2 You enter and validate a $25 prepayment for a supplier site. You account for payments at issue time only. When Subledger Accounting creates accounting entries for the invoice. You pay the invoice five days later. US Dollars is the ledger currency for your ledger and you use accrual basis accounting. Example 1 You enter and validate an invoice for $100 with payment terms that allow you to take a 10% discount on the invoice if paid within 10 days. You then enter and validate a $100 invoice for the same supplier site. taking the 10% discount. Payables Setup    1-43 . reducing the amount due on the invoice.

Example 2 You enter and validate a $25 prepayment for a supplier site. You account for payments at issue time only.Cash Basis Accounting Examples In the following examples. When Subledger Accounting creates accounting entries. You then enter and validate a $100 invoice for the same supplier site. taking the 10% discount. it records the expense and cash transactions along with the appropriate discount transaction. You pay the invoice five days later. Subledger Accounting records no 1-44    Oracle Payables Implementation Guide . Example 1 You enter and validate an invoice for $100 with payment terms that allow you to take a 10% discount on the invoice if paid within 10 days. US dollars is the ledger currency for your ledger and you use cash basis accounting. Subledger Accounting creates no accounting entries for the invoice.

Oracle Subledger Accounting Implementation Guide Defining Your Chart of Accounts. You then pay the prepayment and apply the prepayment to the invoice. Related Topics Accounting Methods Builder Overview. The accounting entry prepayment application debits the expense account and credits the prepayment account for the amount of the prepayment. Oracle General Ledger Implementation Guide Payables Setup    1-45 . reducing the amount due on the invoice. The payment accounting entry debits your expense account and credits your cash account for the reduced invoice amount. You pay the remaining amount of the invoice and create payment accounting entries.accounting entries for the prepayment and invoice.

Oracle Payables User's Guide Foreign Currency Transactions. accrual basis. Oracle Payables User's Guide 1-46    Oracle Payables Implementation Guide . Payables automatically opens and closes Payables periods in all of the associated reporting ledgers. To set up your accounting method: For information on setting up your accounting method. See: Oracle Applications Multiple Organizations Implementation manual. or both (combined basis). Oracle Payables User's Guide Setting up Your Accounting Method Set up Subledger Accounting to create subledger accounting entries for your Payables transactions in accordance with cash basis. Oracle Subledger Accounting Overview Related Topics Budgetary Control In Oracle Payables. page 1-46 Oracle Cash Management User's Guide Encumbrance with Combined Basis Accounting. Oracle Payables User's Guide Foreign Currency Transactions. If you implement Reporting Currencies. Oracle Payables User's Guide Automatic Offsets. You cannot close a Payables period if outstanding transactions exist in your primary or associated reporting ledger. Oracle Payables User's Guide Intercompany Accounting.Budgetary Control In Payables. Oracle Payables User's Guide Automatic Offsets.) Prerequisite: • Define Ledgers in the ledger window. see: Accounting Method Builder Overview. Oracle Payables User's Guide Setting Up Your Accounting Method. Oracle Payables User's Guide Intercompany Accounting. accounting methods. after any invoice has been validated in your system. Important: Carefully consider these settings at implementation time because you cannot change them after accounting events occur (for example. open and close Payables periods in your primary ledger. Oracle Payables User's Guide Encumbrance with Cash Basis Accounting. See Oracle General Ledger User's and Implementation Guides.

make sure the next available number for automatic entry is larger than the largest number you have already recorded. you can update most of them at any time to change controls and defaults for suppliers and future transactions. If you enable this option for a supplier site. When you use manual entry.Payables System Setup Use the Payables System Setup window to define supplier control options and defaults. Select an option to enter your supplier numbers manually or let Payables automatically generate sequential supplier numbers for you. Enter the starting value you want the system to use for generating unique sequential supplier numbers. Options include Alphanumeric or Numeric. you can change your Number Type from numeric to alphanumeric at any time. Select Purchase Order or Receipts to indicate how you want to match most invoices. Supplier Number Type. Payables applies the hold during Invoice Validation. This field is available if you select Automatic as the Supplier Number Entry. After you begin entering suppliers. the system displays the number that it will assign to the next new supplier you enter. • Each supplier number must be unique. but can be overridden at any level: Payables System Setup > supplier > supplier site > purchase order shipment. You can change the number entry method at any time. You cannot pay the invoice until you release the hold. The value at the purchase order shipment controls which purchasing document type that you can match to an invoice. You can Payables Setup    1-47 . If you switch to automatic after entering supplier numbers manually. Hold Unmatched Invoices. However. Supplier Number Entry. Defaulting is in the following order. You enter the supplier number when you enter a supplier. you can change your Number Type from alphanumeric to numeric only if all of your current supplier numbers are numeric. Payables applies a Matching Required hold to an invoice if it has Item type distributions that are not matched to either a purchase order or receipt. the system may try to assign a number that you already assigned. Invoice Match Option. you can assign any number and in any order. Options include: • Automatic. Next Automatic Number. Although you need to define these options and defaults only once. If you switch from manual to automatic entry. After you enter a number and save your changes. Manual. The system automatically assigns a unique sequential number to each supplier when you enter a new supplier. Important: Be careful if you switch from manual to automatic entry. Select the type of supplier number you want Payables to use for supplier number entry.

Pay Group. Terms Date Basis. Create Interest Invoices. Always Take Discount. regardless of when you pay the invoice. Invoice Currency. Select the date that Payables uses to select invoices for payment. regardless of any available discounts. This value defaults to new suppliers that you enter. • • Pay Date Basis. Invoice Received. Options include: • • Discount. and resubmitting Invoice Validation. Payables does not apply a hold if the sum of the invoice distributions by accounting code combination is zero. Due. Current date of your Payables system. Payment Terms. Your selection defaults to new suppliers that you enter. Oracle Payables User's Guide 1-48    Oracle Payables Implementation Guide . Enable this option to have Payables calculate interest for the supplier's overdue invoices and create corresponding interest invoices when you pay the overdue invoices. Select the currency to use as a default for new suppliers that you enter. Select the terms that Payables uses to schedule payments for an invoice. You can manually release the hold in the Holds tab of the Invoice Workbench or through Workflow. Select the pay group to use as a default for new suppliers that you enter. Date you receive an invoice. Goods Received. Date you receive goods for invoices you match to purchase orders. Payables uses the scheduled payment due date. Related Topics Suppliers. Invoice date. Payables uses the scheduled payment discount date. Select the date that Payables uses as the payment terms start date when Payables calculates the due and discount dates for invoice scheduled payments.release this hold by matching the invoice to either a purchase order or receipt. Invoice. This value defaults to new suppliers that you enter. Enable this option to have Payables always take an available discount for a supplier. Payables does not apply this hold to Prepayment or Interest invoices. Your selection defaults to new suppliers that you enter. Options include: • • System.

you can update most of them at any time to change controls and defaults for future transactions. Secondary Accounting Method.Payables Options Use this window to set control options and defaults used throughout Payables. Carefully consider your settings for the following options because most settings for these options are irrevocable once the system records accounting information based on these options. See: Accounting Methods Builder Overview. The manual details all setup considerations for implementing Payables with this feature. Oracle Subledger Accounting Implementation Guide • • Payment Accounting: Account for Payment Payment Accounting: Account for Gain/Loss Payables Setup    1-49 . Define your currencies. Defining Payables Options Prerequisites • Define your chart of accounts. page 1-35. See: Defining Your Chart of Accounts. read the Oracle Applications Multiple Organizations Implementation manual before proceeding. Although you need to define these options and defaults only once. Define your payment terms. Oracle General Ledger Implementation Guide. invoice entry. See: Financials Options. Oracle Applications System Administrator's Guide. Important: If you use the Reporting Currencies feature to record transactions in more than one currency. and you would need to reimplement your Payables system to reset them: • Accounting Methods: Primary Accounting Method. See: Payment Terms. See: Currencies Window. Define your Financials options. Note: These accounting methods are defined in Oracle • • • • Subledger Accounting. and automatic payment processing. page 1-72. You can set defaults in this window that will simplify supplier entry.

carefully consider the following setting. page 1-60 Payment. page 1-62 Approval. page 1-51 Account Default Hierarchy Chart. page 1-57 Matching.• Payment Accounting: Calculate Gain Loss Also. In the Payables Options window. Refer to the window references below for detailed information on any field: • • • • • • • • • • • Accounting Option. page 1-69 Reports. Resetting it after the system creates accounting information can make the accounting process slower: • Accounting Methods: Automatic Offset Method To define Payables options: 1. Save your work. select each region that contains the options you want to define. page 1-66 Withholding Tax. Enter or change option values. page 1-65 Interest. Oracle Payables User Guide Invoice and Invoice Batch Default Chart. page 1-67 2. page 1-61 Expense Report. Oracle Payables User Guide 1-50    Oracle Payables Implementation Guide . page 1-51 Currency. page 1-58 Tax Reporting. page 1-68 Invoice. Related Topics Payables Options Window Reference. 3.

the only change you can make is to also account for the payment when the payment clears. You can select one or both options. Payables creates the following accounting entries. page 1-68 Invoice. page 1-66 Withholding Tax. page 1-51 Currency. After you set them and save this record. Oracle General Ledger Implementation Guide Accounting Options Payables Options Use this region to control accounting information for your Payables system. page 1-58 Tax Reporting. page 1-67 Related Topics Accounting Methods. page 1-62 Approval. page 1-65 Interest. Payables Setup    1-51 . page 1-69 Reports. page 1-60 Payment.Payables Options Window Reference Select the tabbed region that contains the options you want to enter or review: • • • • • • • • • • • Accounting Option. Note: Carefully consider these settings at implementation time. This accounting assumes you use accrual basis accounting. Account For Payment: Choose when you want to create payment accounting entries. page 1-61 Expense Report. so they are not included here. depending on how the Account for Payment option is set. page 1-42 Defining Ledgers. page 1-57 Matching. Any accounting entries for gain and loss are controlled by the Account for Gain/Loss Payables option. You specify the GL accounts when you define the payment document.

If you select only this option. after clearing.• Both (When Payment is Issued. If you select both options you have the same functionality as the Allow Reconciliation Accounting option provided in previous releases. Although you can reconcile the payment in Cash Management. • reconciled payment: debit the AP Liability account and credit the Cash (asset) account. Debits and • • 1-52    Oracle Payables Implementation Guide . After you issue the payment. and When Payment Clears): Payables accounts for each payment you issue twice-once as an unreconciled payment and once again as a cleared payment. after payment issue. For future dated payments. Payables then creates the following accounting entries after payment reconciliation or clearing in Cash Management: • reconciled payment: debit the Cash Clearing account and credit the Cash account bank charges: debit the Bank Charges account and credit the Cash account bank errors: account in Cash account and Bank Errors account. Then. bank charges: debit the Bank Charges account and credit the Cash account. After you clear the payment in Oracle Cash Management. or gain and loss at reconciliation. Then. debit the AP Liability account and credit the Future Dated Payment Account. • unreconciled payment: debit the AP Liability account and credit the Cash account. at payment maturity. Debits and credits depend whether the bank error was a positive or negative amount • • • When Payment is Issued: Payables accounts for each payment once. at payment maturity. bank charges. Payables creates the following accounting entries. debit the Future Dated payment Account and credit the Cash account. debit the AP Liability account and credit the Future Dated Payment Account. Payables creates the following accounting entries. or bank errors. • When Payment Clears. Payables creates the following accounting entries after payment issue: • unreconciled payment: debit the AP Liability account and credit the Cash Clearing account For future dated payments. Payables does not create accounting entries for payment reconciliation. Payables accounts for each payment once. bank errors: account in Cash account and Bank Errors account. debit the Future Dated payment Account and credit the Cash Clearing account.

Oracle Payables User's Guide. Note: Carefully consider these settings at implementation time. the only change you can make is to also account for the gain/loss when the payment clears. depending on your system setup: Gain/Loss Accounting for Accrual Basis Accounting Account for Payment Transaction Account for Gain/Loss: Payment Issue Only Account for Gain/Loss: Payment Clearing Only Account for Gain/Loss: Payment Issue and Payment Clearing (not available) Account for Payment: Payment Issue Only Account for Payment: Payment Clearing Only Invoice -> Payment Issue (not available) (not available) Invoice ->Payment Clearing (not available) Payables Setup    1-53 . See also: Gain/Loss Calculation. The combination of Payables options you select and your accounting method control which gain and loss accounting entries Payables creates. See also: Accounting Methods. If you selected Account For Payment When Payment Clears above. page 1-42. then the system enables the When Payment Clears option here and you cannot update it. Account For Gain/Loss: Select the time at which you will record currency gains or losses for foreign currency payments. The following table shows between which transactions Payables calculates gains and losses.credits depend whether the bank error was a positive or negative amount. After you set them and save this record.

Account for Payment Transaction Account for Gain/Loss: Payment Issue Only Account for Gain/Loss: Payment Clearing Only Account for Gain/Loss: Payment Issue and Payment Clearing 1) Invoice -> Payment Issue 2) Payment -> Payment Clearing For future dated payments: 1) Invoice -> Payment 2) Payment ->Payment Maturity. and 3) Payment Maturity -> Payment Clearing Account for Payment: Payment Issue and Payment Clearing (not available) Invoice -> Payment Clearing When accounting for the Payment. depending on your system setup: Gain/Loss Accounting for Cash Basis Accounting Account for Payment Transaction Account for Gain/Loss: Payment Issue Only Account for Gain/Loss: Payment Clearing Only Account for Gain/Loss: Payment Issue and Payment Clearing (not available) Account for Payment: Payment Issue Only Account for Payment: Payment Clearing Only (not available) (not available) (not available) (not available) (not available) 1-54    Oracle Payables Implementation Guide . Payables uses the invoice exchange rate so there's no gain/loss at payment time) The following table shows between which transactions Payables calculates gains and losses.

• Accrual Basis: Record currency gains and losses between invoice time and payment issue time. If this is the only enabled option. records gains and losses between payment and payment maturity and then between payment maturity and payment clearing. For future dated payments. • • Account for Gain/Loss. (Available only if you use accrual basis accounting). and then between payment issue and maturity time of the payment. Then record currency gains and losses between payment time (payment maturity time for future dated payments) and payment clearing time. • Both. (When Payment is Issued and When Payment Clears). • Cash Basis: Record currency gains and losses between payment time and payment clearing time. Record currency gains and losses between invoice time and payment issue. For future dated payments.Account for Payment Transaction Account for Gain/Loss: Payment Issue Only Account for Gain/Loss: Payment Clearing Only Account for Gain/Loss: Payment Issue and Payment Clearing Payment -> Payment Clearing For future dated payments: 1) Payment Issue -> Payment Maturity. and 2) Payment Maturity -> Payment Clearing Account for Payment: Payment Issue and Payment Clearing (not available) Payment -> Payment Clearing You can select one or both options. • When Payment is Issued. then Payables will record currency gains and losses between payment time and payment clearing time • Cash Basis: Records gains and losses between payment issue and payment clearing. Select the transaction level at which you want to calculate Payables Setup    1-55 . record gains and losses between invoice time and payment issue. Accrual Basis: Record gains and losses between invoice time and payment clearing. When Payment Clears.

For Total Payment. and for your payment transactions. The method you want Payables to use for distributing the discounts you take when making payments. Payables uses the expense GL Account from the invoice distribution and overwrites the account segment with the default liability account from the supplier site. Account. changing this setting can result in accounting irregularities. When Automatic Offsets is enabled in the Accounting Option tab. Future Dated Payment Account Source. Payables automatically prorates any discounts across all the 1-56    Oracle Payables Implementation Guide . • • Discount Method. Payables uses the supplier site's default liability account and overwrites the balancing segment (usually the company code) with the balancing segment from the expense distribution GL Account. Do not use Automatic Offsets. • Prorate Expense. Also. If you leave this field blank. see: Automatic Offsets. Payables uses the System Account method for distributing your discounts. Payables creates one liability accounting entry. under certain circumstances. Calculate the gain or loss for the entire payment. Calculate the gain or loss for each invoice on the payment. For details. Payables creates one cash type accounting entry. Changing your automatic offset setting after creating accounting entries can result in slower accounting process performance. You can define a future dated payment account at both the supplier site and the payment document level.foreign currency gains and losses. • • For Each Invoice. If you set this option to For Total Payment then you cannot enable Automatic Offsets in the Accounting Option region. Enable Automatic Offsets by selecting Balancing or Account as your Offset Method if you want Payables to automatically create balancing accounting entries for your invoice and payment transactions. • • From Payment Document From Supplier Site Automatic Offset Method. • None. you can select only For Each Invoice. Balancing. When creating the offsetting liability account. Oracle Payables User's Guide. This option controls which account Payables will use to create accounting entries for future dated payments. For your invoice transactions. Important: Carefully consider this option before setting it.

almost all invoices must be processed by the Invoice Approval Workflow. Payables credits the remaining discount amount to the Discount Taken account you enter in the Financials Options window. • System Account. Oracle Payables User's Guide.invoice distributions. You cannot select Prorate Tax if your Exclude Tax From Discount Calculation Payables option is enabled in this window. choose this method. For details see: Invoice Approval Workflow Overview. Enable this option if you use the Invoice Approval Workflow Program and want to allow accounts payable processors to override the workflow and manually approve invoices or invoice lines. Oracle Payables User's Guide. the Discount Distribution Method defaults to System Account and you cannot update it. and if so. • Prorate Tax. The workflow determines if an invoice needs any individuals to approve payment of the entire invoice (document) or invoice line. then the discount is prorated only to the expense lines and not the tax lines. Use the Invoice Actions window to Payables Setup    1-57 . Payables prorates 10 percent of the discount amount across the tax distributions. Payables credits the remaining 90 percent of the discount amount to the Discount Taken account. Note: The system automatically initiates invoice approval workflow for self service invoices that are not matched to a purchase order and that come from iSupplier Portal or the Payables Request responsibility. If you enable Automatic Offsets. if your tax distributions are 10 percent of the total invoice amount. If your Exclude Tax From Discount Calculation Payables option is enabled in this window and you enable this option. For example. Approval Payables Options Use Invoice Approval Workflow. Payables assigns the discount to the charge account unless the invoice is matched to a purchase order with Accrue on Receipt enabled. If you enable the Use Bank Charges option in the payment region. automatically routes the invoice to designated approvers who then approve or reject the invoice document or line. Payables only prorates the percentage of discount amount equal to the percentage of your tax distributions. When you enable this option. in which case it is assigned to the price variance account. and you want to have Payables distribute Discount Taken amounts across balancing segments. Payables automatically prorates a percentage of the discount amount across the tax distributions. Payables credits all discounts to the system Discount Taken account you define in the Financials Options window. See also: Automatic Offsets. Enable this option if you want to use the Invoice Approval Workflow feature to automate your invoice approval process. Allow Force Approval.

See: Invoice Validation. Oracle Payables User's Guide. Oracle Payables User's Guide andInvoice Approval Workflow Overview. Note: For self-service invoices that are not matched to a purchase order and that come from iSupplier Portal or the Payables Request responsibility. and validation processes. You might want to enable this option if you need the Invoice Validation process to create tax distributions for an invoice before approvers review it. Payables defaults the rate automatically. Enable this option if you want to enter and pay invoices in a currency different from your ledger currency. Require Exchange Rate Entry. Payables also allows you to define a multiple currency payment format and bank account if you enable this option. Options included: • Require Validation Before Approval. then Invoice Approval Workflow does not select any invoice for processing unless the invoice status is Validated. based on the date and the Rate 1-58    Oracle Payables Implementation Guide . you might want to force approve an invoice if the Invoice Approval Workflow does not complete for an invoice. approval. approval is always required before validation regardless of the option selected. Oracle Payables User's Guide. • Require Accounting Before Approval. If you enable this option. Payables checks and warns you if you have any multiple currency bank accounts that are using multiple currency payment formats. Currency Payables Options Use Multiple Currencies. If you enable this option. You cannot enable this option unless you first enable the Use Invoice Approval Workflow Payables option. or if you have authority to pay an invoice without using the workflow process. See: Invoice Approval Workflow Overview.manually approve the invoice document or the Force Line Approval check box to manually approve the invoice line. You must inactivate the payment documents that use multiple currency payment formats and change the Multiple Currency field value on multiple currency bank accounts to disabled before you can change this Payables option from enabled to disabled. then Invoice Approval Workflow does not select any invoice for processing unless the invoice status is Accounted. The validation process always runs before the accounting process. Oracle Payables User's Guide. For example. Approval Processing Sequence. See: Invoice Validation.Select the order of how the system executes the accounting. If you maintain daily rates in the Daily Rates window. If you update this Payables option from enabled to disabled. Enable this option to require entry of an exchange rate whenever you enter an invoice or a payment in a currency other than your ledger currency or an associated fixed rate currency. Oracle Payables User's Guide andInvoice Approval Workflow Overview.

you are required to enter the Maturity Rate. When you create bills payable. The Account for Gain/Loss Payables option controls when Payables accounts for gains and losses.001 will be recorded in this account. The system charges the remaining amount to the rounding account to fully relieve liability. then when you enter a foreign currency invoice. Maturity Rate Type. You have enabled automatic offsets and the cash account is pooled. For example. Payables records gains and losses only if you use accrual basis accounting. If this option is enabled. Payables allows you to enter a value for ledger currency amount in the Invoices window only if this option is enabled. Rounding. if a payment rounds to 100. After you have entered invoices or created payments. then you can enable this option so Payables can calculate and enter effective invoice exchange rates for those invoices. You cannot create accounting entries for or pay foreign currency invoices without exchange rates.00 GBP. and you have rounding errors. The system charges the remaining amount to the rounding • • Payables Setup    1-59 .001 GBP. If you already know the ledger currency amounts of any foreign currency invoices you are entering. and Maturity Rate Date. you still have the option of entering a foreign currency invoice amount and exchange rate so Payables will calculate and enter the ledger currency amount. If the exchange rate changes between invoice entry and payment. See: Types of Exchange Rates. then Payables calculates and enters the exchange rate. Payables automatically calculates the realized gain or loss and records it in this account. Realized Gain/Loss. Exchange Rate Type. If the exchange rate type is User. Payables uses these accounts as the default realized gain and loss accounts for payments from each of your bank accounts. either manually. or by using the AutoRate program. the payment will be for 100. If this option is enabled then when you enter a foreign currency invoice. Payables uses this as the default exchange rate type when you enter invoices or create payments.type you enter. Oracle Payables User's Guide. then Payables always requires an exchange rate. Payables uses this account for currency rounding at the following times: • You use multiple currencies and the payment currency does not round within the payment currency precision. This happens when you make the final payment of an invoice that is already partially paid. This functionality applies to invoices you enter in the Invoices window and invoices you import from the Payables Open Interface Import program. and the rounding error of . if you select the exchange rate type of User and you provide the ledger currency amount. either entered by the user or calculated by the system. Calculate User Exchange Rate. you can enter exchange rates. The ledger currency amounts of payments do not equal the amount recorded as the liability.

Payment Terms. Oracle General Ledger User Guide Expense Report Payables Options Default Template. 1-60    Oracle Payables Implementation Guide . Oracle Payables User's Guide Entering Daily Rates. enter an employee as a supplier in the Suppliers window and link the Employee Name/Number to the supplier before you use Expense Report Export. and the Office address is from the HR_LOCATIONS table. If you use Internet Expenses and you enable this option. You can review suppliers and adjust any defaults in the Suppliers window. The Home address is from the PER_ADDRESSES table. starting with the oldest. and lists them on Export Results page.account to fully relieve the cash clearing account. You can override this value in the Expense Reports window. Related Topics AutoRate Program. available advances. If the supplier site you are paying (HOME or OFFICE) does not yet exist. Payables automatically creates a supplier for any expense report where an employee does not already exist as a supplier. Automatically Create Employee as Supplier. available advances. Tip: Define and assign immediate payment terms for your employee suppliers. This happens when you make the final payment of an invoice that is already partially paid. You can define additional values for Pay Group in the Purchasing Lookups window. Payables creates a HOME or OFFICE supplier site with the appropriate address. up to the amount of the Internet expense report. Default value for the Apply Advances option in the Expense Reports window in Payables. If you enable this option. If you enable this option. when you import Payables expense reports. If you do not enable this option. Payables applies advances to employee expense reports if the employee has any outstanding. Payables adds the supplier site to an existing supplier. A default expense report template appears in the Expense Reports window only if the expense report template is active. You can override this default during expense report entry. The default expense report template that you want to use in the Payables Expense Reports window. Pay Group. Pay Group you want to assign to any suppliers that you create from employees during Expense Report Export. Payment terms you want to assign to any suppliers that you create from employees during Expense Report Export. depending on where you are paying the expense report. then Expense Report Export applies all outstanding. Apply Advances. Payables creates suppliers based on the defaults you select in this region and employee information from the Enter Person window. Payables cannot export expense reports without corresponding suppliers.

You cannot pay the invoice until you release the hold. Related Topics Entering Supplier Information. Payables enables the Allow Interest Invoices option in the Payment Region of the Suppliers window for all new suppliers you enter. If you enable the Allow Interest Invoices option. If you enable this option for a site.Payment Priority. Payables applies the hold to the invoice during Invoice Validation. This option defaults to the Hold Unmatched Invoices option for the supplier and supplier site for any suppliers Payables creates during Expense Report Export. Minimum Interest Amount. you cannot enable the Allow Interest Invoices option in the Suppliers window. When you enable the Allow Interest Invoices Payables option. Oracle Payables User's Guide Interest Payables Options Use this region to enable Automatic Interest Calculation and then enter defaults. If you do not enable the Allow Interest Invoices Payables option. If you pay an overdue invoice using a manual payment. you must enter a value in this field that represents the minimum interest amount Payables will Payables Setup    1-61 . You can override this default value at any time. such as expense and liability accounts. which represents the priority of payment for a supplier. Allow Interest Invoices. Payables warns you that interest is due on the invoice and you should pay the invoice in a payment batch or with a Quick payment. Oracle Payables User's Guide Expense Reports. Payables requires that you match each invoice for the supplier site to either a purchase order or receipt. Enable this option if you want to allow Payables to calculate interest for overdue invoices and create interest invoices for selected suppliers. Oracle iSupplier Portal Implementation Guide Expense Report Export Program. If you enable this option. A number. between 1 (high) and 99 (low). You can release this hold by matching the invoice to a purchase order or receipt and resubmitting Invoice Validation. the setting of the Prorate Across Invoices option on the Accounting Option region indicates how you want Payables to account for interest invoices. Payment priority you want to assign to any suppliers that you create from employees during Expense Report Export. Hold Unmatched Expense Reports. for the interest invoices Payables creates automatically when you pay overdue invoices. then Payables applies a Matching Required hold to an invoice if it has Item type distributions that are not matched to a purchase order or receipt. When Hold Unmatched Invoices for a supplier site is enabled. Payables will not apply a hold if the sum of the invoice distributions by accounting code combination is zero. Payables automatically creates interest invoices when you pay overdue invoices in a payment batch or with a Quick payment. or you can manually release the hold in the Holds tab of the Invoice Workbench.

"Use the Invoice Date as the Invoice Number?". Oracle Payables User's Guide Invoice Payables Options Confirm Date as Invoice Number. Transaction codes are typically used by US Federal Government customers to produce both proprietary and budgetary entries for a given transaction. Payables predefines a document 1-62    Oracle Payables Implementation Guide . This liability account is always used when interest invoices are automatically created during the payment process. Enable this option if you want to allow users to select Invoice Validation from the Invoice Actions window or choose the Validate button in the Invoice Batches window. Set the minimum interest amount low enough so that your interest does not compound. you must enter a liability account. but not so low that you pay very exceedingly small amounts of interest on past due invoices. Allow Online Validation. we suggest you pay interest when it is due. Payables automatically assigns a document category to an invoice if your Sequential Numbering profile option is Partially Used or Always Used. See: Submitting Online Validation for Invoices. Payables does not create an interest invoice. Oracle Payables User's Guide. The following section is applicable to customers who use transaction codes. Payables uses this account as the liability account when it creates accounting entries for interest invoices. Expense Interest Invoice Account. If the Prorate Across Invoices option on the Accounting Option region is disabled then when Payables creates an interest invoice it creates a single distribution with this account. Liability Interest Invoice Account. Oracle Payables User's Guide and Submitting Online Validation for Invoice Batches. Oracle Payables User's Guide. If the Prorate Across Invoices option is enabled then Payables uses the natural (charge) account from the account you enter here when it builds expense accounts for an interest invoice. Allow Document Category Override. See: How Payables Builds the Offsetting Liability Accounts. Related Topics Automatic Interest. Enable this option if you want to allow users to override the default Document Category assigned to an invoice by Payables. If you enable this option. Payables does not overwrite the liability account if you use Automatic Offsets. If you enable the Allow Interest Invoices option. Payables displays a pop-up window that reads. then during invoice entry when you accept the invoice date as the default for invoice number. Note: Because interest payments compound every thirty days. If the calculated interest amount is less than this amount. rather than allowing it to compound.pay.

Payables automatically calculates scheduled payments for invoices using the invoice payment terms. Payables uses the most recent of the available start date options and the most favorable of the available payment terms options so you can optimize your cash flow. You would discover this possible error when you submit Invoice Validation because Invoice Validation would place a Distribution Variance hold on the invoice and prevent you from creating accounting entries for the invoice. If your Sequential Numbering profile option is Not Used. Date Goods Received + Receipt Acceptance Days Payment Terms Invoice Payment Terms Payables Setup    1-63 . Allow Adjustments to Paid Invoices. Invoice Date 2. During invoice entry. During recalculation. For example. Note that Payables also recreates scheduled payments during Invoice Validation if you enable the Exclude Tax from Discount Calculation Payables option and you have made changes to the tax amount. This means you could create a distribution variance on a paid invoice if you do not ensure the distributions total equals the invoice amount when you do your invoice adjustments. the invoice will be payable in full on 30-JAN-2002. Terms Date 3. Payables determines which payment terms are more favorable by comparing the rank you assigned to the terms in the Payment Terms window. if the start date is 01-JAN-2002 and the payment terms are Net 30. The following table shows which options Payables uses during the recalculation. or enter a document category for an invoice. Recalculate Scheduled Payment. Enable this option if you want to allow users to update the distributions of a paid invoice. Payables calculates scheduled payments using a start date and payment terms. and the invoice terms date as the start date. Your system administrator can define additional document categories for an invoice type. This recreation of schedules payments is not based whether you select this option. Payables automatically recalculates scheduled payments of invoices during Invoice Validation. The available options are different depending on whether the invoice is purchase order matched. Payables does not assign a document category to an invoice and you cannot enable this option. Is Invoice PO Matched? No Start Date Most recent of the following: 1. unless you have manually updated any of the scheduled payments or used the Split Schedule functionality. If you enable this option you can also reverse a match to a purchase order document and then match to another purchase order document that is not final matched.category for each invoice type. If you enable the Recalculate Scheduled Payment Payables option.

If no value is entered. The date you want Payables to use as the default accounting date for invoices during invoice entry. • • Freight Account. Date that you enter in the Date Goods Received field. Receipt Acceptance Days. Current date for your Payables system. The system uses the value you enter here for all freight charges your suppliers enter online in Oracle iSupplier Portal. then the system date is used. Date Goods Received + Receipt Acceptance Days Payment Terms More favorable of the following: 1. GL Date Basis. then the invoice date is used. Number of days you accept receipts. The date you enter the invoice. and user-defined tax types. Invoice Date 2. If you do not enable this option. Payables uses this account as the default freight account for an invoice. Goods Received/System Date. each tax distribution amount equals the sum of 1-64    Oracle Payables Implementation Guide . you must enter a freight account. Check this check box if you want to allow users to change the default primary supplier site bank account during Quick payment and payment batch creation.Is Invoice PO Matched? Yes Start Date Most recent of the following: 1. If you enable this option. • • Invoice Date. The system uses the value you enter here for all freight charges your suppliers send in XML invoices.For Sales. Purchase Order Payment Terms Allow Remit-to Account Override. Invoice Payment Terms 2. System Date. Terms Date 3. If you do not enter a value here then the import prorates freight charges across Item lines on XML invoices. You can then select an alternate Remit-to account from a list of the supplier site's active bank accounts that use the same payment currency. If you do not enter a value here then the system prorates freight charges across Item lines on iSupplier Portal invoices. Date that you enter in the Date Goods Received field. Payables Invoice Validation verifies that within the tolerance you enter here. Oracle Payables User's Guide. See also: Entering Freight on Invoices. you can override the Payables default of the Remit-to field of the Payments window and the Modify Payment Batch window. Offset. Goods Received/Invoice Date. You can override this account during invoice entry. Tax %. Invoice date you enter during invoice entry. If no value is entered. you can override the Remit-to Bank Account only in the Scheduled Payments tab. If you enable the Automatically Create Freight Distribution Payables option.

Prepayment Settlement Days. the value you enter here defaults to prepayment invoices. This option is applicable when you match an invoice to a purchase order. see: Process Checklist for Tax Determination and Tax Calculation. Payables prevents you from applying the prepayment to an invoice until on or after the settlement date. You Payables Setup    1-65 . multiplied by the tax rate of the tax code. Enable this option to allow final matching of purchase order matched invoices. You can also manually enter PO distributions in the invoice line. Payables only allows you to match an invoice to a purchase order shipment. you can match an invoice to one or more purchase order distributions. and you cannot manually release the hold. Note: Prepayment payment terms is not available to the advance and contract financing type of prepayment. Prepayment Payment Terms. For more information. See also: Final Matching and Final Closing Purchase Orders. Matching Payables Options Allow Final Matching. For example. Oracle Payables User's Guide. Number of days you want Payables to add to the system date to calculate a default settlement date for a prepayment. Enable this option if you want to allow override of the account for an invoice distribution created from matching to a purchase order. You can indicate a final match when you match an invoice to a purchase order during invoice entry or when you adjust a matched invoice distribution. you may want to have immediate payment terms for all prepayment type invoices. Tax Amount Range. The advance and contract financing type of prepayment uses the PO payment terms as the default. Enable this option if you want to allow matching to purchase order distributions. Payment terms that you want to use for all prepayments. Allow Matching Account Override. If you enable this option. Allow Distribution Level Matching. Note that this value does not exist at the supplier or supplier site level. then Payables will default the supplier site value for invoice payment terms to prepayments you enter. Important: If you final match to a purchase order. You cannot final match when you match invoices to receipts. any subsequent invoices matched to the purchase order will be placed on hold.the distributions that are taxable by the tax code.The amount of variance you allow between the actual invoice tax amount and the invoice calculated tax amount. Oracle E-Business Tax User Guide. Payables Invoice Validation applies a Tax Variance hold to the invoice if it is not within the tolerance you specify. If you do not enter a value here. If you do not enable this option.

Goods Tolerances. The tolerance template used for services tolerances. or on any imported invoices. Transfer PO Descriptive Flexfield Information. Payables subtracts the tax amount from the invoice amount when it calculates the discountable amount for a scheduled payment. If you enable this option. If you enable this option. see Discounts. will be excluded from discount calculation to the extent not offset. Allow Pre-Date. Oracle Payables User's Guide Payment Payables Options Exclude Tax From Discount Calculation. In addition. when you enter an invoice. Note: The Matching Payables Options tolerances take effect if there are no tolerances templates associated to each individual supplier site. that value will overwrite the resulting attribute value on the invoice. we recommend that you do not modify that amount to reduce it by the tax amount if your Exclude Tax From Discount Calculation Payables option is enabled. When you enter an invoice you can always override the default invoice amount applicable to discount. or perpetual receipt accrual. However.can override the account for a matched invoice distribution in the Distributions window of the Invoice Workbench. Note that even if you enable this option. you cannot override the account if the purchase order is projects related and the item destination for the purchase order distribution is Inventory. You cannot override the account for a matched invoice distribution if you use encumbrance accounting. Enable this option if you want Payables to automatically transfer the descriptive flexfield information from the purchase order distribution to the invoice distribution when you match an invoice to a purchase order. Services Tolerances. Payables uses the gross amount (including the tax amount) of an invoice as the invoice amount applicable to discount. Oracle Payables User's Guide Payment Terms. Oracle Payables User's Guide If you enable this option. If you do not enable this option. you cannot select Prorate Tax for your Discount Distribution Method Payables option. make sure that the flexfield structure is the same for purchase order distributions and invoice distributions. Payables allows you to create payments with 1-66    Oracle Payables Implementation Guide . Related Topics Automatic Interest. taxes with corresponding offset taxes. such as VAT taxes. For more information. The tolerance template used for goods tolerances. Please note that for invoices imported through the invoice open interface if a value is provided for any flexfield attribute in the invoice open interface. If you enable this option. page 1-72 Scheduling Invoice Payments.

The following table lists the reports affected by this option. Allow Address Change. Report Name Sorted by Supplier Name Yes Sorted by Supplier Site Name Sorted by Bank Account Name Accounting Entries Audit Report Cash Requirement Report Invoice Aging Report Invoice on Hold Report Invoice Register     Yes     Yes Yes Yes       Yes     Payables Setup    1-67 . supplier sites. Reports Payables Options Sort by Alternate Fields. Enable this option if you want to allow users to deduct bank charges from payment. You may need to reissue a check for a Quick payment if it is spoiled during printing. and bank account name. If you enable this option. Payables voids the old check and creates a replacement check. When you reissue a check. it prints the standard name on the report. If you enable this option then Payables sorts by values in the alternate fields whenever it sorts reports by supplier name. If a report sorts by an alternate field value. and optionally a new payment date. If the Enable Bank Charge Deduction from Payment check box is enabled. Deduct Bank Charge from Payment. or Supplier/Standard. The checks are identical except that the new check has a new check number. supplier site name. and bank accounts. You cannot select the Void and Reissue option for Bills Payable. Allow Void and Reissue. Use this feature if you do business in Japan so you can enter both Kanji and Kana values. You can enter alternate names for suppliers. Enable Bank Charge Deduction from Payment. Although Payables sorts by the alternate name. Enable this option if you want to allow users to address a payment to an address other than the invoice's supplier site's address. the table indicates this with a Yes.a payment date before the system date. you can reissue a Quick payment. you can set the deduction to one of the following options: No. Supplier/Negotiated.

When you submit the 1099 Electronic Media report. do not enable this option. Payables uses the 1099 supplier site's region as the default tax region for the invoice distributions. You can enable this option only if you enable the Combined Filing Program Payables option. You can override this default region for each invoice distribution in Distributions window. The default you choose here determines how many K records Payables will produce on your 1099 Electronic Media. If you 1-68    Oracle Payables Implementation Guide . You must then enter the default tax region you want to use for all invoices in the next field. The Internal Revenue Service may return your 1099 magnetic tape if the tape contains K records. Enable this option if you want to use a 1099 supplier's tax region as the default tax region. Note: If you use electronic filing or magnetic media to file your tax information with the Internal Revenue Service and you are not participating in the Combined Filing Program. the Income Tax Region Name field. Payables will produce K-records for all tax regions participating in the Combined Filing Program that have qualifying payments. Use Pay Site Tax Region. Do not enable this option if you do not want to use a supplier site's tax region as the default tax region. Enable this option if you are using 1099 Combined Filing Program reporting. If you enable this option. Combined Filing Program.Report Name Sorted by Supplier Name Yes Sorted by Supplier Site Name Sorted by Bank Account Name Yes Preliminary/Final/Rej ected Purged Listings Supplier Mailing Labels Suppliers Paid Invoice History Suppliers Report Unaccounted Transactions Report   Yes Yes   Yes Yes   Yes Yes Yes       Tax Reporting Payables Options Use this region to enter defaults for tax reporting. Payables produces one K record for each tax region.

You can also choose to have your 1099 payment information forwarded to only one tax region regardless of which region your 1099 suppliers do business from. Note: If Payables withholds tax at Invoice Validation. In this case. Withholding Tax Payables Options Use Withholding Tax. If you enable this option. The name of the withholding tax group that you would like to use as the default withholding tax group for the new suppliers you enter. one K record for each tax region. You can enter this field only if you enable the Combined Filing Program Payables option and did not enable the Use Pay Site Tax Region option. Of course. Allow Manual Withholding. Income Tax Region. Payables forwards your 1099 qualifying payment information to all the tax regions that participate in the Combined Filing Program. Payables only produces K records for tax regions that participate in the Combined Filing Program and that you have entered (either as a default or manually) on a paid distribution for a 1099 supplier. Payables will then produce additional K records on your 1099 Electronic Media. you may have as many K records as you have different supplier tax regions. • At Payment Time. You can override this default region for each invoice distribution. Payables Setup    1-69 . Select this option to enable Automatic Withholding Tax. This would be a K record for that one default tax region. you have the option to allow your suppliers and supplier sites to be subject to withholding tax. you can always override the default tax region for each invoice distribution. You do this by entering a value in the following Income Tax Region name field. At Invoice Validation Time. then you need to manually adjust the withholding tax. Tax Group. Enter the tax region you wish to use as the default for the invoice distributions of your 1099 suppliers. When you create payments in a payment batch or with a Quick payment. If you adjust an invoice after you submit Invoice Validation. If you choose a default Income Tax region in the next field. Apply Withholding Tax.are participating in the Combined Filing Program. If you enable this option. it calculates withholding only once. Select the time at which you would like Payables to apply withholding taxes to your supplier's invoices: • • Never. Enable this option to allow manual creation and adjustments of Withholding Tax type distributions for your invoices. Withholding Amount Basis. you may have only one K record.

which updates these values on existing Withholding Tax distributions. then the program updates distributions that have a payment date of January 1 of the current year or later. if you change to an option other than Never. Payables initiates the Update 1099 Withholding Tax Distributions program. if the Combined Filing Payables option is enabled. Payables automatically provides the following values: • • Income Tax Type value of MISC4. If the current date is March 1 of the current calendar year or later. you will need to manually ensure that each withholding type tax code has an associated tax authority.• Include Discount Amount. Income Tax Region value. If you enable this option then you can report on federal income tax withheld (MISC4) for 1099 suppliers. • • Include Income Tax Type on Withholding Distributions. Note: Payables provides these values only for distributions it creates automatically. then when Payables automatically creates distributions of type Withholding Tax for 1099 reportable suppliers. then you need to enter these values manually. When you enable this option. The program selects distributions to update as follows: • If the current date is before March 1 of the current calendar year then the program updates distributions with a payment date of January 1 of the previous calendar year or later. If you create a Withholding Tax distribution manually. Oracle Payables User's Guide 1-70    Oracle Payables Implementation Guide . Include Tax Amount. When this option is enabled. However. You can create a withholding type tax code without entering a tax authority. Payables includes the invoice discount amount when it calculates withholding tax amounts for the invoice. Payables includes the invoice tax amount when it calculates withholding tax amounts for the invoice. • Related Topics Automatic Withholding Tax Overview. • Create Withholding Invoice. At Invoice Validation Time. Select the time at which you would like Payables to automatically create withholding tax invoices to remit withheld taxes to tax authorities: • Never. At Payment Time.

To set up a special calendar 1. and January 2003 should be sequenced 1. Withholding Tax. enter 12. You will select this name from a list of values when you assign a special calendar to a key indicator report. Enter a period name. See: Defining Calendars. or Q1.Special Calendar Use the Special Calendar window to define periods that Payables uses for automatic withholding tax.. a recurring invoice template. Q3. The Report Run display-only check box indicates that a Key Indicators Report has been run for this period. Oracle General Ledger User's Guide. Jan. The check box is not applicable to Payment Terms. Enter the number of periods per year. if you monitor staff productivity weekly. Payables displays the System Name for the period by combining the accounting Payables Setup    1-71 . etc. Feb. Enter a calendar name and description. select the Type of calendar you want to define: • • • • Recurring Invoice Withholding Tax Payment Terms Key Indicator 2. and for the Key Indicators Report. or payment terms. Enter numbers in the Sequence fields to indicate the order that the periods occur in. Note: The periods you define in the Special Calendar window are completely separate from the periods you define in the Accounting Calendar window for your AP Accounting Periods. 3. Enter in the Year field the calendar year in which a period occurs. For example. or Recurring Invoices calendar types. For example. Q2. The sequence numbers of a period should represent the sequence of the period in a regular calendar. payment terms. if you use a 12 month period calendar. Enter the From Dates and the To Dates for the period. In the Special Calendar window. For example. May through December 2002 should be sequenced 5 through 12. Mar. Periods within a year cannot overlap. Q4. recurring invoices. use this window to define weekly periods for the Key Indicators calendar type. a withholding tax type tax code.

Related Topics Key Indicators Report. Oracle Payables User's Guide Entering Recurring Invoices. a due date defines the date on which these invoices become due. 5. Be sure to define periods with due dates for any terms date for which a user will enter an invoice or expense report. enter a due date for each period. This way you can use the same period names every year. Payables lists System Names whenever you select a period name from a list of values. page 1-72 Payment Terms In the Payment Terms window. If you are defining a payment terms calendar. you define payment terms that you can assign to an invoice to automatically create scheduled payments when you submit Payables Invoice Validation for the invoice. 4.period name you entered with the last two digits of the From Date. Oracle Payables User's Guide Payment Terms. but they will be unique to the period. Oracle Payables User's Guide Automatic Withholding Tax Overview. because they will be Jan-03. Feb-03. Feb. such as Jan. Save your work. For invoices with terms dates that fall anywhere within the period. You can define payment terms to create multiple scheduled 1-72    Oracle Payables Implementation Guide .

except in the following circumstances: • You enter a PO Default or QuickMatch invoice in the Payments window. The payment terms for a supplier site default to the standard invoices you enter for the site. Discount dates cannot be based on a special calendar. • You import an invoice record that has payment terms specified on the record. the system uses the supplier site's payment terms. or the import process can derive terms from purchase order matching. if you update the payment priority on a particular scheduled payment and then change the payment terms. Payables will immediately recalculate the scheduled payment using the same payment priority defaults as before and you will need to update the payment priority again. in which case the terms default from the purchase order. you can define payment terms in each of Payables Setup    1-73 . You can override the default payment terms on any invoice. Thus. even if you specify the PO number in the invoice line. for example. you specify payment amounts either by percentages or by fixed amounts. If you do not specify the PO number. If you use Multiple Language Support (MLS). March 15. Each payment terms line also defines the due or discount amount on a scheduled payment. Payment terms have one or more payment terms lines.payment lines and multiple levels of discounts. The system populates the PO specified payment terms to the invoice if you specify the PO number in the invoice header level. You can create an unlimited number of payment terms. Payables immediately recalculates the scheduled payment for the invoice. You can also enter default payment terms for supplier sites in the Suppliers pages. Each payment terms line and each corresponding scheduled payment has a due date or a discount date based on one of the following: • • • • a specific day of a month. Only due dates can be based on a special calendar. such as the 15th of the month a specific date. This usually happens when you have one invoice matching to multiple POs. For example. such as 14 days after the terms date a special calendar that specifies a due date for the period that includes the invoice terms date. each of which creates one scheduled payment. you must re-enter any manual adjustments you made to the previous scheduled payment. 2002 a number of days added to your terms date. When you define payment terms. Important: If you update the payment terms on an invoice.

To define payment terms 1. enter one of the following to determine the due date on the scheduled payment line: • • • • 6. For more information. enter a Cut-off Day. Enter one of the following to determine the portion of an invoice due on the scheduled payment: • • % Due Amount 4. For detailed information on any field. Enter each payment terms line. When you select payment terms from a list of values. These will appear on a list of values whenever you select payment terms. If you enable Automatic Interest Calculation using the Interest Payables Options. If you want to make this payment term invalid on and after a certain date. see: Payment Terms Window Reference. If you enter Day of Month terms. 5. define one or more payment terms type special calendars. and Months Ahead If you use discount terms. Second 1-74    Oracle Payables Implementation Guide . page 1-71.your installed languages. define payment terms lines in the First Discount . Calendar Fixed Date Days Day of Month. 2. 3. enter a unique payment term Name and a Description. Prerequisite: • If you are defining calendar-based payment terms. In the Payment Terms window. Select Translations from the toolbar or menu to enter the payment term name and description in other languages. See: Special Calendar. the payment terms on the list will appear in your language. enter that date in the To field of the Effective Dates region. see the Oracle Applications User Guide. enter a unique value in the Rank field. page 1-75. In the Due tab.

Payables uses ranks to choose the most favorable Payables Setup    1-75 . If you enable Recalculate Scheduled Payment. Payables will set the due date for February 15. Use names that make it easy to identify the usage of payment terms. Note: You cannot use a special calendar to define discount terms. Description. and your Day Of Month due date is 15. page 1-77 Payment Terms Window Reference Name. For example. If you use Due Days or Fixed Date type terms. Payables always uses the current accounting month to determine the due and discount dates. Rank. For example. the day of month after which the due and discount dates of the scheduled payment will be in a future month. Payment term name. Description of payment term. Define your discounts so that the first discount has an earlier discount date than the second and so on. use 1/10 Net 30 to refer to a payment term which indicates you get a 1% discount if you pay within 10 days and the invoice is due in 30 days. Payables compares the invoice terms date to the Cutoff Day. enter a unique value to rank your invoice terms. and Third Discount tabs. Cutoff Day. If you leave this field blank. For Day of Month type terms only. do not enter a cutoff day. your Cutoff Day is 11. Enter one of the following to determine the due date on the scheduled payment line: • • Due Days Day of Month. The exact month depends on the value you enter for Months Ahead. You can realize only one discount on a payment terms line. enter the discount percent. 1 is the highest rank. If you enter an invoice with a terms date of January 12. This name will appear on a list of values with the description whenever you select a payment term.Discount. your Months ahead is zero. Enter one of the following to determine the portion of the invoice to discount on the scheduled payment: • • % Discount Amount In the Discount tabs. and Months Ahead Related Topics Payment Terms Restrictions.

page 1-77. You cannot enter values in the Day of Month and Months Ahead fields for a payment terms line if you enter a value in this field. you can avoid weekends. You can define special calendars for payment terms in the Special Calendar window. In the Second and Third Discount regions. and year on which payment terms are due. Note: If you use calendar-based terms. be sure to use calendars with periods defined for any invoice terms date that you will use. Days. The portion of an invoice due. and each period has a due date assigned to it. Day of Month/Months Ahead Day of Month. Due or Discount Date Region Calendar. If you do so for an expense report. % Due. Specific month. Amount. enter the amount due. 1-76    Oracle Payables Implementation Guide . holidays. day. Payables determines due dates for scheduled payments by using a special calendar. Payables uses the zero amount payment line to determine the remaining amount due on the last scheduled payment. Typically amount due terms have more than one payment terms line since you must specify zero as the amount on your last payment terms line. See also: Payment Terms Restrictions. You cannot assign calendar-based terms in the Invoices window if there is not a period defined for the terms date. Payables multiplies this percentage with the amount due on the scheduled payment line to determine the discount amount available on the scheduled payment line. you can enter second and third discount percentages for discounts available if you miss the first discount date. and so on. A special calendar is divided into periods.payment terms from the invoice and purchase order. If you enter a value in the Calendar field. Payables adds this number of days to the invoice terms date to determine the due or discount date on your scheduled payment line. Payables uses the percentage you enter here to calculate the discount amount available for a scheduled payment. including months with less than 31 days. then the system will use the terms date as the due date. During Payables Invoice Validation. Payables recalculates the scheduled payment using the most favorable terms only if the Recalculate Scheduled Payment Payables option is enabled. page 1-77. Enter 31 if you want to have Payables schedule payment for the final day of the month. When you assign due dates to the periods of a payment terms calendar. you cannot import it. Payables uses the value you enter here to calculate a due or discount date for a scheduled payment. For example. The total of your scheduled payment lines must equal 100%. % Discount. Fixed Date. For amount due terms only. If you do so in the Quick Invoices window. You cannot combine percentages due and amounts due for one set of payment terms. Do not enter a value in this field if there is no discount available. enter 15 to have Payables schedule payment for the 15th day of the month. See also: Payment Terms Restrictions.

CALENDAR. then Payables uses the day in the Day of Month field for the next month as the due date of an invoice payment line. You cannot enter a value in this field if you enter a value in the Due Days field. 2. Enter the name of the manager to whom you want to assign a signing limit. Select AP Expense Report as the document type.Months Ahead. Related Topics Automatic Interest. 3. You can give managers signing limits for multiple cost centers. If you enter zero in this field and the terms date of an invoice is the same as or later than the Cutoff Day. You cannot combine the percentage due and amounts due for one payment term. To assign signing limits: 1. 5. The Manager (Spending) Approval Process in the Expense Reporting workflow uses the signing limits you define to determine which manager has authority to approve expense reports. Payables uses one month beyond the next month as the due date. Signing Limits Managers can approve an expense report only if the total amount of the expense report does not exceed their signing limit. 4. If you enter 1 in this field. Payables uses the value you enter here in conjunction with the Cutoff Day you enter to calculate the due or discount date of a scheduled payment line. Oracle Payables User's Guide Payment Terms Restrictions. When you assign signing limits to a manager. Oracle Payables User's Guide Discounts. You assign signing limits in your primary ledger currency. Payables Setup    1-77 . page 1-35 Scheduling Invoice Payments. page 1-77 PAYMENT TERMS RESTRICTIONS: % DUE/AMOUNT DUE. Oracle Payables User's Guide Financials Options. For Day of Month type terms only. You cannot use a special calendar to define discount terms. Enter the cost center for which you want this manager to approve expense reports. you also specify a cost center to which this signing limit applies. Enter a signing limit for this manager. Navigate to the Employee Signing Limits window.

When you submit Payables Invoice Validation for an invoice that you have matched to a purchase order or receipt. Enter a Maximum Quantity Ordered tolerance only if most of your purchase orders are for the same relative value. and enter tolerance levels for your purchase order matching transactions. Maximum/Quantity Ordered. select the check box for each tolerance you want to enforce. If you want a low tolerance. Payables will not allow any variance at all. Payables checks that the invoice matches the purchase order or receipt within the purchase order matching tolerances you define. Enter either the percent or quantity difference above purchase order shipment line quantity ordered that you allow suppliers to invoice. Tolerances determine whether Payables places matching or tax holds on an invoice. Related Topics Setting Up Employees (Oracle Internet Expenses Implementation and Administration Guide) Invoice Tolerances Use the Invoice Tolerances Template window to define the matching tolerances you want to allow for variances between invoice. Payables Invoice Validation checks the quantity billed against the quantity ordered without taking price into consideration. You can define both percentage-based and amount-based tolerances. purchase order. Description. Maximum/Quantity Received. The description of the invoice tolerance template. • • • Name. Enter all amounts in your ledger currency. you can enter a very small percentage. If you enter a zero for a percentage tolerance and enable the check box for that tolerance. Payables Invoice Validation checks the quantity billed against the quantity received • • 1-78    Oracle Payables Implementation Guide . Enter a unique name for the invoice tolerance template. and receipt information. Type. Enter either the percent or quantity difference above purchase order shipment line quantity received that you allow suppliers to invoice. Goods represent quantity based tolerances and Services represents amount based tolerances. To set tolerance levels for your invoices: In the Invoice Tolerances Template window. If you enter no value. then Payables will allow infinite variance.6. Save your work. Choose either Goods or Services. Payables displays next to the tolerance field the name of the hold that Payables Invoice Validation applies to your invoice if the variance exceeds the tolerance you define.

• Price. You can also define release names that you use in the Invoice Holds tab or Invoice Actions window to remove the holds you apply to invoices. You can define as Payables Setup    1-79 . while within their individual tolerances. For example. The total amount of variance you allow for both the Exchange Rate Amount variance and the Shipment Amount combined. "CFO Approved". Enter a value in this field only if you enter foreign currency invoices in Payables. The percentage difference above purchase order shipment line unit price that you allow suppliers to invoice. Payables compares the ledger currency of each. The amount of variance you allow between all invoice amounts (in transaction currency) matched to a shipment and the amount of the purchase order shipment. The amount of variance you allow between an invoice amount and the amount of the purchase order shipment to which it is matched. exceed your desired Total Amount tolerance. For example. Total Amount. Exchange Rate Amount. "Needs CFO Approval". you still may want Payables to prevent payment of the invoice because the exchange rate variance combined with the shipment amount variance. You can define hold names that you assign to an invoice during entry to place the invoice on hold. Payables Invoice Validation applies the Maximum Shipment Amount hold if the match exceeds the tolerance. based on the invoice and purchase order exchange rates. if your foreign currency invoice match is within the individual Exchange Rate Amount and Shipment Amount tolerances. If you do not use foreign currency. Note: For the greatest control over your foreign currency invoices. You cannot pay an invoice that has a hold applied to it. Enter a Maximum Quantity Received quantity tolerance only if most of your purchase orders are for the same relative value. respectively. Shipment Amount.without taking price into consideration. • • • you may choose to enter a Total Amount tolerance that is less than the total of your Shipment Amount and Exchange Rate Amount tolerances. do not enter a value in this field. Invoice Hold and Release Names Use the Invoice Hold and Release Names window to define the names that you use to manually hold or release invoices. For example. To make a tolerance inactive: • Deselect the check box for the tolerance.

If you assign to an invoice a hold name that does not allow accounting. Payables predefined invoice hold names Payables predefines hold names and release holds that it uses to apply and release invoice holds during Invoice Validation.many invoice hold and release names as you need. Invoice Hold Types The following table shows the hold names that are predefined in Payables. then you cannot create accounting entries for the invoice until you remove the hold. Hold Names Acct Hold Reason Funds Hold Reason Insufficient Information Invoice Hold Reason Invoice Line Reason Matching Hold Reason Prepaid Amount Reason Variance Hold Reason User Definable No No No Yes Yes No No No Manual Release Allowed No Mixed No Mixed Mixed Mixed No Mixed Invoice Release Types The following table shows the release names that are predefined in Payables. but you cannot modify them. 1-80    Oracle Payables Implementation Guide . You can also determine whether to allow accounting entry creation for the hold names you define. you can query the predefined hold and release names that Payables provides. In the Invoice Hold and Release Names window.

enable the Accounting Allowed option if you want to allow Payables to create accounting entries for invoices that have this hold 2. Payables automatically assigns defaults you define for a supplier to any new sites you enter for the supplier. The name and reason will appear on a list of values whenever you need to enter the hold or release name. 3. In the Invoice Hold and Release Names window enter a unique Name and Description to identify the hold or release name. see: Invoice Hold and Release Names Window Reference. For detailed information on any field. Defining Invoice Hold and Release Names To define invoice hold or release name: 1. Oracle iSupplier Portal Implementation Guide. Payables provides controls that you can enable in the Supplier Sites region of the Suppliers page.Release Types Acct Release Reason Amount Lowered Reason Funds Release Reason Sufficient Information Invoice Release Reason Matching Release Reason Variance Release Reason Hold Quick Release Reason Inv Quick Release Reason User Definable No No No No Yes Yes Yes Yes Yes Defining Supplier Controls You can automatically apply holds to invoices for a supplier site by enabling invoice controls for the site. Payables Setup    1-81 . You can also define default values for these controls in the Suppliers page at the supplier level. You can define either hold or release names. See: Defining Invoice Management Defaults. page 1-82 If you are defining a hold name. Enter the type of name you are defining.

see: Summary of Invoice Hold Names. and you will not be allowed to enter it. Oracle Payables User's Guide Applying Holds. Payables will not include this name on a list of values. For a summary of predefined hold and release names listed by type. Accounting Allowed. Save your work. Payables creates accounting entries for invoices with this hold name. Hold Types: Hold type names are used by Invoice Validation when it applies holds to invoices.applied. Description. Description of the hold or release name. Name. On or after this date. Oracle Payables User's Guide Invoice Hold and Release Names Window Reference. Oracle Payables User's Guide Invoice Validation. The name and description will appear on a list of values when you need to enter the hold or release name. Type. You can define and manually apply names of the Invoice Hold Reason type. You can adjust an inactive date at any time. Oracle Payables User's Guide Releasing Holds. Manual Release Allowed. If you can release this hold manually. 5. Oracle Payables Implementation Guide. 4. If this option is enabled. You can enter a Hold type or a Release type. The type of a hold or release name determines if a hold is applied or released. If you want to make the hold or release name inactive on and after a certain date enter a value in the Inactive On field. A unique hold or release name. Use this description to elaborate on your hold or release name to eliminate any confusion over similar names. Date on and after which you want to prevent use of a hold or release name. Payables enables this check box. Related Topics Summary of Invoice Hold Names. Inactive On. 1-82    Oracle Payables Implementation Guide . page 1-82 Invoice Hold and Release Names Window Reference Use the Invoice Hold and Release Names window to define names that you use to manually apply and release holds.

after tax calculation. You can define release names for the following release types: • Invoice Release Reason. Amount Lowered Reason. Hold Quick Release Reason. • • • • The following release types are predefined by Payables: • Acct Release Reason. You can use names with this release type to release one manually releasable hold for one invoice in the Invoice Holds tab. When you submit Invoice Validation. Variance Release Reason. In the Invoice Actions window.Release Types: Release type names are used by Invoice Validation when it releases holds. Sufficient Information. In the Invoice Actions window. Payables releases an account hold when you correct the invalid account and submit Invoice Validation. you can use only release names with this release type. Matching Release Reason. Payables predefines one release name with the Sufficient Information type. You can manually release holds using names with release types Invoice Release Reason. you can use the release name with this release type to release all holds from invoices that you query in the Invoice Workbench. Matching Release Reason. Payables releases a Funds hold on an invoice during Invoice Validation if sufficient funds exist for an invoice or if Payables can perform funds checking. Invoice Quick Release Reason. Payables predefines two release names with the Variance • • • • Payables Setup    1-83 . Payables uses these releases for funds checking if you use budgetary control. Variance Release Reason. Release hold names appear on a list of values for the Release field of the Invoice Actions and Invoice Holds tab of the Invoices window. exceeded the amount of the invoice to which is was applied Funds Release Reason. You can use release names with this release type to release a Matching hold that Payables automatically applies to an invoice during Invoice Validation. and Invoice Quick Release Reason. Payables places a Sufficient Information release name on an invoice after you enter an exchange rate for a foreign currency invoice. Variance Release Reason. Payables releases only the type of hold you entered as part of your search criteria. Hold Quick Release Reason. You can use names with this release type to release all manually releasable holds for one invoice in the Invoice Holds tab. Payables releases a Prepaid Amount hold after you have unapplied a prepayment that. You can use this type of release name to release Variance Holds that Invoice Validation automatically applies to invoices that have a tax variance. For an invoice.

You cannot enter a variance release reason for an invoice with a Distribution Variance hold. The workflow process groups invoice lines by 2. If the entire invoice (document) or invoice lines require approval then the workflow routes the invoice according to the ordered list of approvers for approval. The workflow begins by finding the first approver on the ordered list of approvers. Enter free format text on hold instructions for this hold type. 1.Release Reason type. then the workflow program sends an invoice approval request to the approver's e-mail or Oracle Workflow Notifications Worklist web page (or both). Payables places this release name when you submit Invoice Validation for an invoice with a distribution or tax variance hold for which you have corrected the variance. If an invoice line has a first approver. Specify a number of days for the system to wait before it sends a notification to the approver. 1-84    Oracle Payables Implementation Guide . Select the check box so the system initiates the Holds Resolution workflow process for invoices that contain this hold type. Oracle Payables User's Guide. If the invoice lines or entire invoice require no approvers to approve them. You can enter Variance Override for an invoice if you want to release an invoice from a tax variance hold using the Holds tab. Hold Instruction. You can also define other Variance Release Reasons to use for releasing invoices from tax variance hold. Specify a number of days for the system to wait before it sends a reminder notification to the approver if no response is provided. This document describes the unmodified workflow program. see: Invoice Approval Workflow Overview. then the invoice's approval status for all levels of the invoice is set to Not Required and the workflow program ends. Initiate Workflow. Holds Workflow Options Define options for the system to use during the Holds Resolution workflow process. For more detailed information on the Invoice Approval Workflow. Remind After (Days). You must adjust the invoice so that the total of the invoice distributions equals the invoice amount. Notify After (Days). Payables places the Variance Corrected release name on an invoice if you correct an invoice variance. Setting Up Invoice Approval Workflow The Invoice Approval Workflow routes invoices to designated individuals for approval. This workflow uses the approval rules that you define in Oracle Approvals Management (AME) to determine if an invoice requires approval.

Lastly. the approval chain consists of approvers A > B > C. and escalated approval requests. the system sends a reminder to Payables Setup    1-85 . 6. or approval by a new set of approvers. 7. For example. 4. the system continues with the original approval chain. the workflow requests approval from that person. If a notification is delegated to an approver outside the approval chain. If there is another approver. If the approver still does not respond. The system updates the appropriate invoice approval status when the approver approves or rejects the invoice line or entire invoice. Note: During invoice line approval. Once they complete the negotiation process. An approver can delegate approval requests. Approver A delegates to approver X. 3. 5. approval reminders. If that approver approves the invoice line or lines. if no response is received for the escalation notice and a time out has occurred. Oracle Payables User's Guide. The workflow continues processing invoice lines until all persons on the ordered list approve or reject their invoice lines. the system notifies approver B. Those rules can consist of automatic approval or rejection of the line. Whenever an invoice line is approved or rejected. Once approver X approves the invoice. approvers can initiate a negotiation process for non-PO matched invoices. and Invoice Approval Status Report. the workflow removes the original notification from the approver's Notifications Worklist and sends a reminder notification to the approver. Once all invoice lines are approved.approver and sends one notification to each approver requesting approval for a line or set of lines. If an approver does not respond within the specified time period. the workflow program then looks for the next approver on the ordered list. the entire invoice (document) is subject to document level approval. the system applies a new set of rules defined in AME. Oracle Payables User's Guide. The workflow repeats steps 2 through 5 for the entire invoice. the approver can approve or reject the invoice line. One exception is the system updates the Invoice Approval History window once the entire invoice is approved or rejected. Payables updates the approval record of the invoice line. then the workflow removes the reminder notification from that approver's Notifications Worklist and sends that person's manager an escalation notification. If the delegated approver does not respond within the time you specify. See: Invoice Approval History Window Reference. See: Invoice Approval History Window Reference. Oracle Payables User's Guide. which you can review in the Invoice Lines Approval History window or the Invoice Approval History Status Report.

see: Setting Up Oracle Workflow. descriptive flexfield. In AME. then you need to provide logic so AME can identify the starting approver. Oracle Workflow Administrator's Guide. For information on defining rules in AME. if you want your starting approver to be the person who requested a purchase order for an item. Set up approvers to receive notifications. and 3. 1-86    Oracle Payables Implementation Guide . or requester on purchase order. Setting Up the Invoice Approval Workflow To set up the Invoice Approval Workflow: 1.the delegated approver. For more information on workflow installations. If the delegated approver still does not respond. including the delegated approvers' actions. the system rejects the invoice approval and does not escalate it. then your logic can derive that person's personid from the purchase order to which the distribution is matched. The Invoice History Approval and Invoice Lines Approval History windows track the approval process. You can set up Oracle Workflow Notification Mailer so the Invoice Approval Workflow Program can use e-mail. Your logic can identify a starting approver by using any system data such as project. You provide this logic by writing a dynamic usage query for the Transaction Requestor ID attribute owned by AME. The system initiates the approval process automatically when the invoices are submitted. Install and set up Oracle Approvals Management (AME). If you use HR hierarchies to generate your lists of approvers in AME. You can initiate the Invoice Approval Workflow Program in the following ways: • Schedule regular submission of the Invoice Approval Workflow concurrent program Initiate the Invoice Approval Workflow Program from the Submit Request window Manually initiate the workflow by selecting one or more invoices in the Invoices window and then from the Invoice Actions window selecting Initiate Approval Note: Invoice approval workflow is required for non-PO invoices • • created using the iSupplier Portal or the Payables Request Responsibility. Install the Oracle Workflow Builder client component program if you want to modify the Invoice Approval Workflow. you define the rules that the system uses to determine who the appropriate approvers are for an invoice or invoice line. 2. For example. see: Oracle Approvals Management User Guide.

(Optional) Set up the Invoice Approval History Status report to run nightly to report on rejected invoices. the Exclude PO Matched Invoices rule is disabled by default. modify the predefined workflow notifications to show the invoice status. • 7. provided by Oracle Workflow. (Optional) Modify the Invoice Approval Workflow. see: Setting Up Oracle Workflow. Ensure that the seeded agent listener service component named Workflow Deferred Agent Listener. Specify the timeout value. Oracle Workflow Administrator's Guide. 4. This agent listener performs deferred processing including launching the Invoice Approval Workflow for all invoices with an approval status of Initiated. We recommend that the person who receives AME error notifications should also receive Oracle Workflow process error notifications. 8. and you might want to enable it. is running for the WF_DEFERRED agent. • In Oracle Workflow. 5. Oracle Workflow Administrator's Guide. Set the Use Invoice Approval Workflow. Allow Force Approval. See: Setting Up Oracle Workflow. page 1-62. Oracle Payables User's Guide. 11. In Oracle Approvals Management. For more information see: Setting Up Oracle Workflow. 9. please refer to Oracle Applications Manager online help. Set up a designated person who receives notification of workflow errors through the Oracle Workflow Default Error Process. set an AME rule to remove invoices from the approver's list when the status becomes Cancelled.your system administrator can grant approvers access to view invoice approval notifications from the Oracle Workflow Notification Worklist web page. See: To schedule automatic submission of the Invoice Approval Workflow Program. See: Setting Up Oracle Workflow. See: Invoice Payables Options. See: Invoice Approval Status Report. Complete additional Oracle Workflow setup steps. For example. (Optional) In the Submit Request window. Consider one of the following modifications to handle cancelled invoices. Oracle Workflow Administrator's Guide . set up Invoice Approval Workflow to run regularly. Payables Setup    1-87 . For more information. For more information. Use Oracle Applications Manager to schedule and manage the Workflow Deferred Agent Listener. Oracle Workflow Administrator's Guide. the time period in which an approver needs to respond before sending a reminder notification or escalating the request to the approver's manager. Oracle Payables User's Guide. Also. 10. 6. and Approval Processing Sequence Payables options. you can modify the message text that appears on your notifications.

Invoice lines approval process. Invoice approval process.Related Topics Invoice Approval Workflow Overview. Oracle Workflow User Guide Invoice Approval Workflow Process Activities This section provides overviews of the workflow approval flow components. Oracle Payables User's Guide Oracle Workflow Developer's Guide Oracle Workflow Guide. including: • • • Invoice approval main process. Invoice Approval Main Process The following Invoice Approval Main workflow process diagram lists the display name of each activity or process. 1-88    Oracle Payables Implementation Guide .

The production rules can be either No Approval Required or Invoice Not Ready. AME is queried to determine if there are any header level production rules. Checks line requirements. 3. the system inserts details about the approver in the AP_APINV_APPROVERS table. Gets approvers. If any or all of the lines do not require approval. If there are. the system sets their approval status as Approval Not Required and inserts a record into the history table. the line level. This is done for all the lines belonging to the invoice. the system: 1. Payables Setup    1-89 . or both depending how you set up your approval rules in AME. The information is accessed later by the Launch Approval process. AME is queried to determine if there are any approvers for whom notifications have not been sent. Checks header requirements.Invoice approval rules are applied at the header level. 2. In either case. During the invoice approval main process flow. AME is queried to determine if there are any line level production rules. the system records the status in the history table and further processing stops if either case is true.

6. If there are approvers returned by AME. The system queries the AME for invoice header level approvers.4. there is logic to convert iSupplier Portal invoice requests into regular invoices. The system identifies approvers and returns a finished status if all approvals are completed. Proceeds to the Invoice Approval process. If there are no approvers. 7. then the system sets the invoice approval status as Manually Approved. If there are no further approvers. or a wait status if neither situation exists. and launches the Line Approval process. Launches line approval notifications. the system sets the invoice approval status as Workflow Approved. Gets header approver. Identifies approvers. 5. The system queries AP_APINV_APPROVERS and groups by approvers (so that each approver does not receive duplicate notifications for different lines). the system sets internal attributes. Invoice Lines Approval Process The following Invoice Lines Approval workflow process diagram lists the display name of each activity or process. The identify approvers procedure contains the logic to track the notifications sent with approval pending and notifications that need to be sent. a more status if there are approvals that need to be sent. Note: If the invoice is approved. and previously there were no approvers. and previously there was at least one approver. which the Invoice Approval process uses. 1-90    Oracle Payables Implementation Guide .

Whenever the workflow reaches a logical conclusion. Invoice Approval Process The following Invoice Approval workflow process diagram lists the display name of each activity or process. Reject. which is set up in Human Resources. 2. the system wakes up the Approval Main process and goes to the Get Approvers step. the system sends an escalation notification to the approver's supervisor. or Request Information in the notification. main points to consider are: 1.During the Invoice Lines Approval process. Payables Setup    1-91 . The approver can either Approve. 3. such as Process Lines Approval. Process Lines Rejection. If the approver fails to respond. or the Block is woken up by a Negotiation subprocess.

main points to consider are: 1. the system sends an escalation notification to the approver's supervisor.During the Invoice Approval process. The Invoice Approval process ends in approval statuses of Approve or Reject. 3. 1-92    Oracle Payables Implementation Guide . Negotiation During Invoice Lines Approval The following Negotiation workflow subprocess diagram lists the display name of each activity or process. 2. The approver can either Approve. If the approver fails to respond. Reject. which is set up in Human Resources. the approval process stops at the first rejection. For example. This status is used in the Approval Main process to either continue or stop the workflow process. or Request Information in the notification. Invoice Approval Workflow Negotiation Subprocess This section provides an overview of the Negotiation during invoice lines approval workflow components.

During the Negotiation subprocess, main points to consider are:
1. 2.

Negotiation from lines approval is possible only for non-PO matched invoices. The system chooses the supplier in the Negotiation page according to the supplier contacts, supplier site, and supplier ID relevant to the invoice. The Negotiation subprocess is a back and forth process between the internal approver and the supplier until one of them accepts the invoice or the supplier cancels the invoice. When a new Negotiation subprocess is started, the old subprocess is closed by waking up the blocked branch.

3.

4.

The system enforces functional security when the supplier cancels an invoice. The user assigned to the supplier must have access to the cancel invoice function.

Related Topics
Invoice Approval Workflow Overview, Oracle Payables User's Guide

Payables Setup    1-93

Interest Rates
In the Payment Interest Rates window, you define interest rates Payables uses to calculate and pay interest on overdue invoices. Payables calculates interest on overdue invoices only if you enable both the Allow Interest Invoices Payables option and the Allow Interest Invoices option for the supplier of an invoice. Payables calculates interest based on the rate you enter in this window in accordance with the United States Prompt Payment Act. The formula used compounds monthly, up to a maximum of 356 days interest. You can review the formula in the following discussion: Automatic Interest Prompt Payment Support, Oracle Payables User's Guide. For each rate you define, specify during which dates the rate is effective. Effective dates of rates cannot overlap. For example, the current interest rate is 7% for all unpaid balances. The interest rate on overdue invoices will rise to 7.5% on December 1, 2004. This new rate will be valid for four months. You enter two date ranges and interest rates, the first from today's date to November 30, 2004 (interest rate 7%) and the next from December 1, 2004 to March 31, 2005 (interest rate 7.5%). You can add or change a rate at any time. Payables uses the interest rate effective on the day after the due date of the invoice to calculate and pay interest on overdue invoices. If the system cannot find a rate then it uses zero as the rate.

Defining Payment Interest Rates Prerequisite
• Enable the Allow Interest Invoices Payables option. See: Interest Payables Options, page 1-61

To define payment interest rates:
1.

In the Payment Interest Rates window, enter an interest rate, and enter a start date and an end date between which the interest rate is effective. Save your work.

2.

Related Topics
Interest Payables Options, page 1-61 Automatic Interest, Oracle Payables User's Guide Prompt Payment Support, Oracle Payables User's Guide

1-94    Oracle Payables Implementation Guide

Countries and Territories
Use this window to maintain country and territory information in Oracle Financials. You cannot enter a new country or territory in this window, but you can update the name, description, VAT member state code, or address style for any of the more than 200 predefined countries or territories.

Adjusting Country or Territory Information
To adjust country or territory information:
1.

Adjust any of the following four fields: • • • Country/Territory. Country or territory name. Code Description. Country or territory description. VAT Member State Code. Member State Code for a country belonging to the European Union (EU). There are special Value-Added Tax (VAT) rules that apply to member states of the EU. If a country does not belong to the European Union, you should not enter a member state code. The following Oracle Applications use member state codes: • Oracle Payables and Oracle Purchasing use member state codes to determine which suppliers to include in the Intra-EU VAT Audit Trail Report. Oracle Receivables uses member state codes to determine which customers to include in the European Sales Listing.

Address Style. Address style data entry default for a country or territory. If you leave this field blank, the Oracle Financials default address style will be used. Oracle Financials provides the following address styles: • • • • • Japan Northern Europe South America Southern Europe UK/Africa/Australasia

You can also create your own address styles. See: Setting Up Flexible Addresses, Oracle Receivables Implementation Guide.

Payables Setup    1-95

2.

Save your work.

Related Topics
Setting Up Taxes, Oracle E-Business Tax User Guide Intra-EU VAT Audit Trail Report, Oracle E-Business Tax Reporting Guide Defining Descriptive Flexfields, Oracle Applications Flexfields Guide

Tax Codes
Use the Withholding Tax Details window to define the tax names, or tax codes, you use for withholding taxes. Withholding Tax type tax codes can have multiple rates, effective date ranges, tax amount limits, and taxable amount limits. You can also link a tax authority supplier to a Withholding Tax type tax code so you can create invoices to pay taxes you withheld from your suppliers.
Note: Use E-Business Tax to set up and maintain other taxes such as

Sales, Use, Offset, and Self Assessed. See: Setting Up Taxes in Oracle E-Business Tax, Oracle E-Business Tax User Guide.

After you define withholding tax codes, you can group them into withholding tax groups in the Withholding Tax Groups window. See: Withholding Tax Groups, page 198.

Defining Tax Codes for Withholding Taxes
Payables provides flexibility in defining withholding tax rates with specific controls. When you define a withholding tax code, you indicate first whether you will have any amount or rate controls by selecting one of the following rate structures: • Period Limit. After you pay a certain amount for withholding tax in a period, Payables stops withholding taxes. For example, for each special calendar period, Payables will withhold no more than $10,000. Flat Rate. The withholding tax has no amount or period limits. Amount Ranges. The tax rate depends on how much you have already paid during a time period. Base the paid amount on the gross amount of total paid invoice amounts, or on the total amount of tax withheld. The time period can be either per withholding tax calendar period or per invoice. For example, define a tax that for each year will withhold at a rate of 10% until you pay $100,000 in invoices, and then it withholds at a rate of 15% after you pay $100,000.

• •

1-96    Oracle Payables Implementation Guide

In addition to these controls, the same withholding tax code can have different rates depending on the effective date. For example, a withholding tax has a rate of 10% one year and 11% the following year.
Prerequisites

(Optional) Define AWT Rate Types. See: Lookups, page 1-22.
Important: Payables uses only the Standard AWT Rate Type. If you

want to use an AWT rate type other than Standard, such as Penalty, then you may want to customize Automatic Withholding Tax to perform special behavior based on the AWT rate type. See: Customizing Automatic Withholding Tax, page 1-116.

• •

Define accounts. See: Defining Accounts, Oracle General Ledger Implementation Guide. Define your tax authorities as Tax Authority type suppliers. See: Classification Region of the Suppliers window, Oracle iSupplier Portal User's Guide. Define Withholding Tax Periods if you want to be able to review online period-to-date amounts for a Withholding Tax code. See: Special Calendar, page 171.

To define tax codes for withholding taxes: 1. 2. 3.

In the Withholding Tax Details window, enter a tax code. Enter the account to which you will charge this tax. Specify the tax authority by entering either its supplier name or supplier number. Enter the tax authority supplier site.
Important: If your Create Withholding Invoice Payables option is

set to Never, then you can create a Withholding type tax code without entering a tax authority. However, if you change your Create Withholding Tax Payables option to a value other than Never, you will then need to manually ensure that each Withholding type tax code has a tax authority associated with it.

4.

Select one of the following values for Rate Structure, then complete the associated fields: • Period Limit: To limit the amount of tax withheld during a withholding tax calendar period select Period Limit. Then enter values for Calendar and Period Limit. Flat Rate: If you do not want to control the tax based on amounts paid, then select this option.

Payables Setup    1-97

Payables does not create tax authority invoices for zero amount distributions. 6. You can assign the same tax code to more than one group. Then enter values for Amount Basis (Gross or Withheld Amount) and Period Basis (Invoice or Period). enable the Don't Create Zero Amount Accounting or Invoices option. To base the rate on the amount of the total invoices paid to date or the amount withheld to date. You define and assign to the invoice or distribution a Withholding Tax Group that includes both taxes. also enter a value for Calendar. When you assign a withholding tax group to an invoice or distribution. each withheld at different rates and remitted to different tax authorities. Also. and rate. select the Create Withholding Tax Group check box. choose Amount Ranges. You rank all of the tax codes in a withholding tax group when you define the group. you must assign it to a withholding tax group. Oracle Payables User's Guide Special Calendar. effective dates. To use a Withholding Tax type tax. You can define a Withholding Tax Group with multiple Withholding Tax type tax codes in the Withholding Tax Groups window. In the Tax Rates region. If you choose Period for Period Basis. Payables calculates invoice withholding tax based on every tax code in the withholding tax group. you assign a withholding tax group to an invoice or distribution if you need to withhold taxes at both the local and country level. 7. Enter the rate type. 9. If you selected Amount Basis for the rate type. page 1-98 Withholding Tax Groups Use this window to define withholding tax groups that include multiple Withholding Tax type tax codes. 8. you can enter values in the Amount Range fields below. if you haven't already. If you choose the Amount Basis option. when this option is enabled. enter the withholding tax rate details. For example. 1-98    Oracle Payables Implementation Guide .• Amount Ranges. enter one or both Amount Range fields to set upper and/or lower amount limits for taxable amounts or tax amount. then enter a special calendar name. If you do not want Payables to create accounting entries for zero amount withholding tax distributions. Related Topics Automatic Withholding Tax Overview. 5. To automatically create a tax withholding group for this tax code. To review online period-to-date withheld amounts for this tax code. page 1-71 Withholding Tax Groups.

10))). In the Withholding Tax Groups window.05(100 . The name and description will appear on a list of values whenever you need to select a withholding tax group. Assign a rank to each tax code in the tax group. enter an Inactive Date. and Tax Authority Site that are associated with each tax code. Oracle Payables User's Guide Payables Setup    1-99 . Tax Authority Name.When you enter an invoice and enter a withholding tax group. The suppliers value defaults to any new supplier sites for the supplier. Creating Withholding Tax Groups Prerequisites • Define Withholding Tax type tax codes. enter a unique name for your withholding tax group. You can override any withholding tax group default at any time. Lower ranked taxes are applied to the amount of the invoice or distribution amount less the previous withholding tax amounts.50 (. assign each tax code a rank of 1. Oracle Payables User's Guide Automatic Withholding Tax Overview. you can enable the Create Withholding Tax Group option in the Withholding Tax Details window to automatically create a withholding tax group with the one Withholding Tax type tax code. For example. page 1-96. You can assign the same rank to more than one tax code. When you assign this group to an invoice. For example.(100 * . Payables automatically assigns the Payables default withholding tax group to all new suppliers. if you want to use the gross invoice amount to calculate withheld amounts for each tax code. To create withholding tax groups: 1. 2. you define a withholding tax group with two tax codes. and enter a description of the group. 3. See: Tax Codes. Related Topics 1099 Reporting Overview. Payables automatically displays the Description. If you want to inactivate this withholding tax group on a certain date. tax B = $4. Enter each Withholding Tax type tax code that you want to assign to this group. 1 is the highest rank. and you give tax A (rate = 10%) a rank of 1 and tax B (rate = 5%) a rank of 2. You can assign a default withholding tax group in the Payables Options window. Payables calculates the withholding tax for a $100 invoice as follows: tax A = $10. If you want to define a withholding tax group with only one Withholding Tax type tax code. Supplier sites assign the default to any new invoices you enter for the supplier site. Payables calculates the taxes in order of rank.

3. You can select this option only if the Use Multiple Currencies Payables option is enabled and of the bank account is in your functional currency. Enable this option if you want to use this bank account to pay invoices entered in multiple currencies. Define banks and bank branches. Using Oracle Cash Management. Multiple Currency Payments. 1-100    Oracle Payables Implementation Guide . Use the Manage Bank Accounts page to access pages to create account owners and use. Setting Up Banks Complete these internal bank setup steps in Oracle Cash Management: 1. and contacts. You then assign these bank accounts to the supplier and its sites using the Banking Details page accessed from the Suppliers page. Use the Manage Payment Documents region on the Manage Bank Account page to access the Payment Documents page. Use the Manage Banks and Branches page to access pages to specify general information and define addresses and contacts for banks and bank branches. Also specify general information for your bank accounts. Defining Payables Controls for Bank Accounts You specify options for processing payments in the Payables Controls region of the Create Bank Account: Account Controls page in Oracle Cash Management. Oracle Cash Management User's Guide. See: Defining Bank Account Details. Oracle Cash Management User's Guide. you define internal banks from which you disburse payments for your Payables transactions. See: Create Banks. Oracle Cash Management User's Guide and Define Bank Branches. you can access pages to create payments documents. Manage payment documents. Oracle iSupplier Portal Implementation Guide. Oracle Cash Management's bank account model allows users to define and keep track of all bank accounts in one place and explicitly grant account access to multiple operating units/functions and users. Define bank accounts. 2. and void skipped documents. Oracle Cash Management User's Guide. See: Bank and Account Administration: Define Bank Accounts. From this page. update payment documents. You can also define external banks for your suppliers to which you send electronic payments. See: Oracle Cash Management User's Guide. access.Banks Oracle Payables integrates with Oracle Cash Management to set up your internal banks. controls. See: Bank Account Model Overview.

and on the account segments of the liability lines. see: Understanding Funds Disbursement. Enter the lowest payment amount that you allow in a payment batch. Funds Disbursement Process Oracle Payables integrates with Oracle Payments to create payments for your Payables transactions. Minimum Payment. masking. However. Use the System Security Options page to set security options for payment instrument encryption. whether you are using only the funds capture features of Payments. Oracle Payables builds the cash account based on the cash account defined for the bank account. Bills Payable. Oracle Payments provides a central repository for your suppliers' payment information. Set up system security options. Oracle Payments supports several payment methods for funds disbursement payments. Enable this option to allow zero-amount payments from this bank account. or both. You can override this default amount when initiating a payment batch. The system displays a warning if the payment batch exceeds this amount. You can override this default amount when initiating a payment batch. Enter the largest payment amount that you allow in a payment batch.Allow Zero Payments. Oracle Payments Implementation Guide. Enable this option if you use Automatic Offsets and you want to associate multiple companies with this bank account. only the funds disbursement features. you can continue to process the payment batch. Maximum Outlay. Maximum Payment. Payables Setup    1-101 . Pooled Account. Oracle Payments Implementation Guide. These shared setup steps must always be performed. Oracle Payables creates one corresponding cash accounting entry for each liability distribution. including: • • • • Checks. For additional information. Electronic funds transfers (EFT). and credit card control. Setting Up Payments Both the funds capture and funds disbursement processes have setup tasks in common. You can override this default amount when initiating a payment batch. Enter the largest currency outlay that you allow for a payment batch for this bank account. Wire transfers. Complete these setup steps in Oracle Payments: 1.

complete these setup steps in Oracle Payments: 1. Oracle Payments Implementation Guide. Oracle Payments Implementation Guide.2. Oracle Payments Implementation Guide. Set up bank instruction codes. such as an invoice. See: Country-Specific Payment Formats. Oracle Payments Implementation Guide. Use the Create Defaulting Rules page to define rules when payment methods default onto a document payable. which allows the delivery of a transaction to a specific payment system or financial institution. Payment systems are not required for printed funds disbursement payments. Setting Up Funds Disbursement To enable the proper processing of payments. Set up funds disbursement payment methods. Set up payment systems. Oracle Payments Implementation Guide. such as a supplier. Oracle Payments Implementation Guide. 5. Oracle Payments predefines several payment formats that you can use. Use the Validations page to ensure that funds capture and funds disbursement transactions are valid. 3. Oracle Payments Implementation Guide. in addition to being correctly formatted before they are printed or submitted to payment systems. Oracle Payments Implementation Guide. Oracle Payments Implementation Guide. Set up Oracle XML Publisher templates. Set up validations. Use the Create Format page to associate payment formats with specific Oracle XML Publisher templates. Set up payment method defaulting rules. Set up transmission configurations. or deploying company. makes a payment to a third party payee. Use the Create Transmission Configuration page to implement a specific transmission protocol. Use the Create Payment System page to define the external organizations that Oracle Payments collaborates with to process your funds capture and funds disbursement transactions. 4. 3. 6. Use the Create Bank Instruction Code page to define codes that provide the 1-102    Oracle Payables Implementation Guide . 2. You can assign validation sets to validate transactions that use that format. Use the Create Payment Method pages to define a medium by which the first party payer. Set up formats. Use the Create Template page to correctly format funds capture and funds disbursement transactions.

Set up delivery channel codes. Bank Charges Use the Bank Charge Calculation window to specify charges associated with transferring money between banks.. Use the Create Payment Reason Code page to define codes that provide the payment system or bank with additional details about the reason for the payment for regulatory reporting purposes. 5. 7. If you use Payables you specify charges between your remittance banks and your suppliers' banks. If you use this feature. to all banks except the transferring bank) from all banks to a single bank from all banks to all banks Any time you specify a single bank. Oracle Payments Implementation Guide. Oracle Payments Implementation Guide. You can define charges: • • • • • from a single bank to a single bank from a single bank to all banks (i. Bank charges information.. Set up disbursement system options. which.e. Set up payment reason codes. If you use Receivables you specify charges between your customers' banks and your banks. you have the choice of selecting a particular branch of that bank or all branches. comprise of several types of payment processing information. Use the Create Payment Process Profile page to define payment process profiles. Oracle Payments Implementation Guide.payment system or bank with additional details about how the country-specific payment is to be processed. Use the Disbursement System Options page to define disbursement system options that control disbursements made by the first party payer to suppliers. Set up payment process profiles. is not shared between the products. Both Payables and Receivables users use this window. however. Use the Create Delivery Channel Code page to define codes that provide the payment system or bank with additional details about how the country-specific payment is to be delivered to a payee. 6. Oracle Payments Implementation Guide. 4.e. Different countries have different guidelines for using Bank Charges. refer to your country-specific documentation to see how you should use this Payables Setup    1-103 . including specifications for formatting and transmission. to all banks including the transferring bank) from a single bank to all other banks (i.

See: Tax Codes. Enter the certificate number. Enter the certificate type. Define additional certificate types in the Oracle Payables Lookups window. Enter withholding tax details for suppliers: See: Defining Tax Details. page 1-49. You can define a certificate to specify a rate exception for a Withholding Tax type tax code for all invoices of a supplier site. Only one certificate can be enforced at a time. enter a supplier name or supplier number. and supplier site for which you want to define a certificate or an exception. Payables predefines the Standard type. 3. page 1-22. You can also define a rate exception for a Withholding Tax type tax code for a single invoice. 5. Define Withholding Tax type tax codes. page 1-96. 4. If the certificate 2. In the Certificate region. If you have one or more certificates for the same Withholding Tax type tax code with an overlapping effective date range. Oracle iSupplier Portal Implementation Guide. This number can be user-defined or it can be a number assigned to a certificate issued to the supplier by the tax authority. Payables applies the certificate with the highest priority (1 = highest priority). Defining Withholding Tax Certificates and Exceptions Prerequisites • • • Enable the Use Withholding Tax Payables option.feature: • Japan: Bank Charges. enter the Withholding Tax type tax code for which you want to define a withholding tax certificate. 6. Payables predefines the Standard certificate type. • To define a withholding tax certificate 1. You can define additional certificate types in the Oracle Payables Lookups window. See: Lookups. In the Withholding Tax Certificates and Exceptions window. See: Payables Options. Enter the certificate tax rate for the Withholding Tax type tax code. 1-104    Oracle Payables Implementation Guide . Oracle Financials for Asia/Pacific User Guide Withholding Tax Certificates and Exceptions Use the Withholding Tax Certificates and Exceptions window to define Withholding Tax type tax code rate exceptions for a supplier site. Enter the certificate priority.

5. In the Withholding Tax Certificates and Exceptions window. To define a withholding tax exception: 1. and supplier site for which you want to define an exception. Related Topics Automatic Withholding Tax Overview. In the Exception region. Note: The tax rate for an exception overrides all rates on the 2. enter the unvalidated invoice number and Payables will automatically link the exception to the invoice number when you enter the invoice. enter the supplier name. Enter the effective date range for the exception. If you specify a unique priority for each certificate. 3. Payables Setup    1-105 . A reporting entity is any person or organization that has a unique Tax Identification Number (TIN). Note: The tax rate for a certificate overrides all rates on the withholding tax. enter an effective date range in the past to make an exception rate for an invoice invalid. Enter the effective date range for the certificate tax rate. Oracle Payables User's Guide Reporting Entities Use the Reporting Entity window to define reporting entities for your 1099 tax reporting. enter the Withholding Tax type tax code for which you want to define an exception. Enter the exception rate for the invoice. then you can enter overlapping effective date ranges on different certificates for the same Withholding Tax type tax code for the same supplier site. then enter 0 as the rate. If you enter the invoice before entering the exception.specifies that the supplier site is exempt from this tax code. select from a list of values the invoice number to link the exception to the invoice. If you enter the exception before entering the invoice. Enter the invoice number to which the current exception applies. If you enter an incorrect invoice number for an exception. 4. withholding tax. supplier number. 7.

you assign one or more balancing segment values. Therefore. Use the Key Flexfield Segments window to define Balancing Segment values. Oracle Human Resources Management Systems Enterprise and Workforce Management Guide. and Company 3 (three balancing segment values). When you define your disbursement bank account. 2. See: US NACHA Generic Format. See: Defining Key Flexfields. an enterprise defines a reporting entity called Headquarters which is comprised of Company 1. Payables prints on the 1099 report the accumulated payments for Companies 1. When submitting a 1099 report. since Payables allows you to define more than one entity per organization. • 1-106    Oracle Payables Implementation Guide . validation is performed in accordance with the rules of your home country. Balancing segment values must be unique across reporting entities. and 3. Payables provides country-specific validation of the taxpayer identification number. If your home country is different from your default country. enter the tax reporting entity in the Alternate Account Holder field of the Bank Accounts window.If you use the NACHA payment format. Payables sums up the paid invoice distributions that have these company balancing segment values in their accounts. If your home country is the same as your Default Country Profile option. The validation rules are based on your home country. Company 2. as defined in the Member State field of the VAT Registration region of the Financials Options window. the list of values for the Balancing Segment field of the Reporting Entity window displays only balancing segments not already assigned to other reporting entities. the Name and Tax ID Number are used to identify the reporting entity that is initiating the electronic payment. See: Setting Up Locations. You can submit the following 1099 reports for a specific reporting entity: • • • • • • 1096 Form 1099 Forms 1099 Invoice Exceptions Report 1099 Supplier Exceptions Report 1099 Payments Report 1099 Electronic Media For each reporting entity. Defining Tax Entities Prerequisites • Define the locations of each reporting entity. no validation is performed. Oracle Applications Flexfields Guide. Headquarters is entered as the reporting entity for the report. For example. Oracle Payments Implementation Guide.

Payables has also predefined the region codes for those tax regions that are participating in the Internal Revenue Service's current Combined Filing Program. When you submit your 1099 reports. You can use this window to define your income tax regions for those states that are participating in the Combined Filing Program. To define tax entities.• Define Payables Options. Payables uses either the supplier site's tax region or the system default tax region as the default region for each of the invoice distributions for your 1099 supplier. Location. page 1-49. If you are participating in the Combined Filing Program. Territories. when you submit the 1099 Electronic Media Payables produces K records for all tax regions (or states) participating in the Combined Filing Program that have qualifying payments. Payables uses the tax region from the invoice distributions to determine to which tax authority Payables should report the payments. Enter the Name. and Tax ID Number of the reporting entity you are defining. 2. you usually define the various states as your income tax regions. the Internal Revenue Service then automatically forwards each state's 1099 B records to each state on the 1099 Payables Setup    1-107 . Payables has predefined the region abbreviations and the descriptions for all U. For example. the District of Columbia. If you submit the 1099 Electronic Media for this tax entity. You cannot update the predefined region abbreviations. in the Reporting Entity window: 1. and some U. If you enable the Combined Filing Payables option. In the United States. Oracle Payables User's Guide Payables Programs. You can select one of these tax regions for each of your 1099 supplier sites in the Supplier Sites window. Reports. You must enter a region code for all tax regions that you wish to use for the Combined Filing Program reporting and that Payables has not already defined. Enter one or more balancing segment values that comprise the reporting entity. States.S. a Tax ID Number can be an individual's social security number or a corporation or partnership's federal identification number/federal tax ID. and Listings. Payables also produces B records for suppliers with 1099 payment amounts that equal or exceed the tax region's reporting limit in qualifying states. Related Topics 1099 Reporting Overview.S. Oracle Payables User's Guide Income Tax Regions Use the Income Tax Regions window to define your tax regions if you are using 1099 Electronic Media Combined Filing Program reporting in the United States. Depending on how you define your Payables options. See: Payables Options. the Tax ID Number value should be nine digits or the program will fail.

If you make a total of two $400 payments to a supplier in region X and classify each payment as a different 1099 MISC Type. Payables only reports the supplier to the Federal tax authorities. • To define income tax regions: 1. Enter for the Reporting Limit Amount the minimum amount Payables uses to determine whether to report on a supplier's payments. but you can specify effective dates if you want to make it inactive. For example. region X's reporting limit is $600. define your income tax regions so that they conform to the Internal Revenue Service codes. Enter the region's Internal Revenue Service Code. Select the Method that Payables uses to compare actual payments to the Reporting Limit Amount: • Compare Individually. Payables will not report this supplier to region X because neither individual payment type exceeded region X's reporting limit. Enable your Combined Filing Program Payables option. For example. Compare Sum. For example. Compare to the Reporting Limit Amount the sum of payments for all 1099 MISC Income tax types. If you make a total of two $400 payments to a supplier and classify each payment as a different 1099 MISC Type.Electronic Media. you need to identify the reporting limits for each of your income tax regions. See: Payables Options. You also need to define region codes for all states that have recently started participating in the Combined Filing Program. Payables assumes the limit is zero. If you do not enter an amount. You can use the 1099 Supplier Exceptions Report to identify any 1099 suppliers with state abbreviations that do not conform to the income tax regions you define here. page 1-49. Enter a Description for the region if it is not predefined. refer to federal or state tax publications to obtain information regarding the 1099 reporting requirements for each participating tax region. In the Income Tax Regions window. In this case. you cannot update or delete it. Payables will report this supplier to the • 1-108    Oracle Payables Implementation Guide . In this window. After you save a tax region. region X's reporting limit is $600. enter the region Abbreviation you are defining or locate the region Abbreviation you are updating. Compare to the Reporting Limit Amount the sum of payments for each 1099 MISC Income Tax type. Defining Income Tax Regions Prerequisites • If you are doing business within the United States. 2.

• Open. You define adjusting periods using the Define Calendar window. see: Defining Calendars. To change the status of an accounting period 1.region X tax authority because the sum of the payments exceeds region X's reporting limit. you cannot change it back to Future. After you change the status of a Future period to Open. Payables reports the supplier to both federal and state tax authorities. Payables allows invoice entry and accounting in a Future period. Payables Setup    1-109 . you can close your Q1 period in Payables before you close your Q1 period in General Ledger. Payables does not allow transaction processing in a period that has never been opened. Ignore the region Reporting Limit Amount. In this case. and instead use the Federal reporting limit. Related Topics 1099 Reporting Overview. Open. You can record transactions and account for them in an Open period. When you first define a period. Payables allows you to limit the number of Future periods based on the number you enter in the Future Periods field in the Financials Options window. You cannot open a period if it is an adjusting period. which Payables has predefined as $600. Closed. and Permanently Closed. • Same as Federal. Payables assigns a status of Never Opened to the period. If you use the Reporting Currencies feature. Oracle General Ledger User Guide. The period statuses available in Payables are Never Opened. Your accounts payable periods are separate from your general ledger periods. For details on setting up general ledger periods. Adjusting periods can have overlapping dates. Future. In the Control Payables Periods window update the Period Status to one of the following: • Future. read the Oracle Applications Multiple Organizations Implementation manual for information on changing a period status when you use Multiple Reporting Currencies. Payables does not allow payment entry or payment voiding in a Future period. Oracle Payables User's Guide Controlling the Status of Payables Periods You enter and account for transactions in open accounting periods. After you change the status to Future or Open you cannot change it back to Never Opened. For example.

Related Topics Defining Calendars. Payables does not allow transaction processing in a Permanently Closed period. See: Transferring Journal Entries to Your • • 1-110    Oracle Payables Implementation Guide . Submit the Update Matured Future Payment Status Program. page 1-110. Save your work. 2. You cannot close a period in which any of the following conditions exist: • • Outstanding payment batches. Transfer accounting entries to General Ledger. You can reopen a Closed period if the corresponding general ledger and purchasing periods are also Open. • Permanently Closed. Oracle General Ledger Implementation Guide Closing an Accounting Period You close a Payables period after you have completed accounting for transactions for the period and you have transferred the accounting entries to general ledger. • • For details on Closing an Accounting Period. See: Creating Accounting Entries in Payables. or submit the Unaccounted Transaction Sweep to move any remaining unaccounted transactions from one period to another. Payables does not allow transaction processing in a Closed period. Future dated payments for which the Maturity Date is within the period but that still have a status of Issued. Submit the Create Accounting program to account for transactions. Future dated payments for which the Maturity Date is within the period but that still have a status of Issued.• Closed. Oracle Payables User's GuideUnaccounted Transactions Sweep. Unaccounted transactions. see: Closing an Accounting Period. Accounted transactions that have not been transferred to general ledger. You cannot close a period in Payables if any of the following conditions exist: • • Outstanding payment batches. Accounted transactions that have not been transferred to general ledger. You cannot reopen a Permanently Closed period. Confirm or cancel all incomplete payment batches. Unaccounted transactions. Oracle Payables User's Guide. Oracle Payables User's Guide.

See: Reconciling Payables Activity. • • Payables Setup    1-111 . Then resubmit the Create Accounting program to account for transactions you corrected. Resolve all unaccounted transactions. 6. Oracle Payables User's Guide. page 1-109. Posted Invoice Register. Oracle Payables User's Guide. 2. 4. See: Payables Invoice Validation. 7. Oracle Payables User's Guide. In the Control Payables Periods window. Submit the Create Accounting program to account for all unaccounted transactions. See: Update Matured Future Payment Status Program. You will need the following reports: • Accounts Payable Trial Balance Report. Or move any unresolved accounting transaction exceptions to another period(optional). Validate all invoices. Oracle Payables User's Guide. close the period in Payables. Confirm or cancel all incomplete payment batches. Oracle Payables User's Guide. submit the Update Matured Future Dated Payment Status Program. Review any unaccounted transactions and correct data as necessary. This will update the status of matured future dated payments to Negotiable so you can account for them. Review the Unaccounted Transactions Report. 3. See: Controlling the Status of Payables Periods. Oracle Payables User's Guide (this period and last period). Oracle Payables User's Guide. Transfer invoices and payments to the General Ledger and resolve any problems you see on the output report: Transferring Journal Entries to Your General Ledger. Oracle Payables User's Guide. See: Unaccounted Transactions Report. 5. Oracle Payables User's Guide To complete the close process in Payables: 1. If you use future dated payments.General Ledger. Reconcile Payables activity for the period. Posted Payment Register. See: Creating Accounting Entries in Payables. Submit the Unaccounted Transactions Sweep Program. Oracle Payables User's Guide. Oracle Payables User's Guide.

CLOSE RESTRICTIONS: COMBINED BASIS ACCOUNTING: If you use the combined basis accounting method. you select the type of aging periods to use for the report. 10. and define the following periods for Weeks Past Due: 1 Week. If you use Oracle Purchasing. Oracle Payables User's Guide. In the Aging Periods window. 2 Weeks. You also define a type of aging period called Current. Oracle Payables User's Guide. When you submit the Invoice Aging Report. Payables displays the invoice information in four columns. The Invoice Aging Report provides information about invoice payments due during four periods you specify. Due in 2 Weeks. you define one type of aging period called Weeks Past Due.8. and Due in 1 Week. When you submit the report. Related Topics Period Close Exceptions Report. run the Mass Additions Create Program transfer capital invoice line distributions from Oracle Payables to Oracle Assets. See: Reconciling Payables Activity to General Ledger. if you select Weeks Past Due for the Type parameter. Post journal entries to the general ledger and reconcile the trial balance to the General Ledger. See: Mass Additions Create Program. enter the Name and Description of the type of aging periods you are defining. To activate the aging 1-112    Oracle Payables Implementation Guide . 9. See: Purchasing Integration. Payables reports on the four periods with that type. Each column corresponds to one period. accrue uninvoiced receipts. Defining Aging Periods To define an aging period: 1. this value will appear in Type parameter list of values if it is active. and Over 3 Weeks. 3 Weeks. Oracle Payables User's Guide. For example. Oracle Payables User's Guide Aging Periods Use the Aging Periods window to define time periods for the Invoice Aging Report. and define the following periods for Current: Due in More than 3 Weeks. you must transfer invoices and payments to your accrual ledger and payments to your cash ledger before you can close an accounting period. You can use the Aging Periods window to modify or reorder the periods within an aging period type at any time. If you use Oracle Assets. When you submit the Invoice Aging Report. Due in 3 Weeks.

and purchase requestors of actions you have taken for their invoices or to request additional information from them. Save your work. enter From -7 days To 0 days. page 1-116 Customizing Automatic Withholding Tax. Enter the column order. page 1-123 • Customizing Your Supplier Letters You use supplier letters to notify your suppliers. page 1118 Setting the Query Driver Parameter for 1099 Reporting. Enter the First and Second lines of the Column Heading as you want them to appear on your report. Oracle Payables User's Guide Payables Implementation Information This section provides you with reference material you may need for implementing Payables. 2. For example. The Invoice Aging Report uses only the four lowest numbered periods. choose Active. Payables provides the following reports that produce supplier letters: • Matching Hold Agent Notice. to define a period that reports invoice payments due during the next 7 days. page 1-113 Implementing the Invoice Payments Descriptive Flexfield.period. and so on. page 1-117 Setting Up Print Styles and Drivers for the Supplier Mailing Labels Report. The period with Column Order 1 will be the first column on the report. It includes specific information on the following topics: • • • • • Customizing Your Supplier Letters. Payables Setup    1-113 . 3. Related Topics Invoice Aging Report. You can reorder periods at any time. For example. page 1-116 Using the Multiple Organization Support Feature. This report produces a letter notifying your purchasing agents that you cannot pay an invoice because of a price or quantity variance. Due in 1 Week. purchasing agents. Enter each aging period: Enter the range of days for the period.

• • • Print Invoice Notice. Payables includes a fictitious name and title for the sender of the letter. Invalid PO Supplier Notice. on each of the letters it prints. Important: Two of the reports. This report produces a letter notifying your purchase requestors that you cannot pay an invoice until they acknowledge that they received the product they ordered. title. such as sender name. Prepayment Remittance Notice. If your installation uses multiple languages. and return address of the letter sender when you submit the reports. such as invoice number. This letter requests a supplier to confirm or provide tax information. In addition. Prepayment Remittance Notice. This report produces a letter notifying a supplier that you have entered one or more invoices for the supplier in Payables. Invalid PO Supplier Notice. Using Report Parameters The Tax Information Verification Letter and the three purchase order notices provide report parameters that you use to specify the name. it prints it in the language assigned to the supplier site. each time you submit a report. Tax Information Verification Letter. Print Invoice Notice. This notice informs a supplier that you placed an invoice on hold because the supplier did not provide a valid purchase order number. title. each of the reports includes boilerplate text that you can customize to reflect your enterprise's operations.• Receiving Hold Requestor Notice. For these reports. You can define defaults for all of these report parameters to avoid having to re-enter the parameters each time you submit the reports. This report produces a letter notifying a supplier that you have applied a prepayment to an invoice. and any related information. Print Invoice Notice and Prepayment Remittance Notice. Payables automatically prints the supplier name. See: Define Concurrent Program. do not use report parameters. Oracle Applications System Administrator Guide. You should modify this boilerplate text to reflect the name(s) and title(s) of the persons in your enterprise responsible for sending out 1-114    Oracle Payables Implementation Guide . and return address. you can customize the following notices in multiple languages. address information. • • • • Many of the reports include report parameters that you can use to specify custom information. When Payables prints the notice.

Modifying Boilerplate Text You can use Oracle Reports to customize any of the boilerplate text defined in a supplier letter report. APXVDTIN. The following are the file names for each supplier letter report: • • • • • • Matching Hold Agent Notice. 2. To make a copy of the Original Report File (Recommended): 1.rdf Print Invoice Notice. APXPPREM.rdf Prepayment Remittance Notice. Payables Setup    1-115 . APXINPRT. APXVDRAL.rdf Tax Information Verification Letter.rdf Invalid PO Supplier Notice. See: Oracle Report Manager User Guide.supplier letters. because Payables references the original report name when you submit a report. In your operating system. To load your copy into Oracle Reports Designer: 1. Start Oracle Reports Designer and use the Open File menu option to select the file you want to modify. Open the report and bring up the layout window. change directories to the$AP_TOP/reports/<two letter country code> directory. You may also want to store the original file in a different directory or give it a new name.rdf 2. Make a copy of the original file for each report you want to modify and save each copy using a different name. Oracle Reports displays the report and allows you to select and manipulate objects in the layout body of the report.rdf Receiving Hold Requestor Notice. APXVDLET. Prerequisite • You should be familiar with your Oracle Reports and Oracle Reports Designer. APXMHLET.

to accommodate the text that you wish to add or modify. When you have finished making your changes. Important: You should exercise caution when changing the format of a report. Tip: You can identify boilerplate objects by selecting objects and bringing up the property sheets. The next time you submit the report.Modifying Your Report You can select any boilerplate object and use the Oracle Reports Designer text editing tool to modify the text in the object. you should not change any of the functions. you can enter. the Modify Payment Batch Window. With Oracle Application Object Library. you can reposition boilerplate objects within a report frame to change the format of the report. report settings. you may want to customize the AP_CUSTOM_WITHHOLDING_PKG to perform special behavior. the modifications you made will appear in the body of the report. Payables defines each statement to select necessary information for each report. once you define the Invoice Payments Descriptive Flexfield. See also: Planning Your Descriptive Flexfields. Depending on your security level. or view information in this Descriptive Flexfield in the Scheduled Payments tab of the Invoice Workbench. save the changes and exit Oracle Reports. Implementing the Invoice Payments Descriptive Flexfield Payables uses the same Descriptive Flexfield definition for scheduled payments and invoice payments. Payables automatically transfers Descriptive Flexfield information from the scheduled payment to the invoice payment when payments are created. Customizing Automatic Withholding Tax If you are using Payables to automatically withhold tax. and the Invoices window of the Payments Workbench. Also. You can also change the characteristics of a boilerplate object. or names of objects that Payables defines. you can access this Descriptive Flexfield in every window where it appears. update. You can cause your report to fail if you move an object outside the boundaries of the object's defined frame. Oracle Reports displays the name and type of an object in the property sheet for the object. Also. Oracle Applications Flexfields Guide. Important: You should not change any of the SQL statements in the report. including the length and height. 1-116    Oracle Payables Implementation Guide . This PL/SQL package contains two procedures that are called when you automatically withhold tax.

pls Related Topics Automatic Withholding Tax Overview.Both procedures are empty (perform nothing). between organizations so the information needs to be entered only once. You can then assign a unique ledger (with its unique calendar. AP_SPECIAL_RATE is called any time you automatically withhold tax. Payables displays the user's organization name in each window title. When you assign responsibilities using function security you can limit a user to one organization's ledger. In addition to its original title. With the Multiple Organization Support feature you can segregate transactions by operating unit but you can still choose to share certain information. For example. The AP_SPECIAL_ROUNDING procedure is located in the following directory and is called: $AP_TOP/admin/plsql/apcmawtb. Modify this procedure if you want to perform rounding of tax amounts during withholding. you may want to use a Penalty type rate for a specific supplier. or any other user-defined AWT Rate Type. For more information read the Oracle Applications Multiple Organizations Implementation Guide before proceeding. you may want to round all withholding tax amounts up to the nearest dollar. See: Reconciling Payments with Oracle Cash Management. the organization name is displayed in the header of reports also.pls After you modify this file. but can be modified. you must implement Cash Management for your payment reconciliation needs. and ledger currency) to each organization you define. chart of accounts. Modify this procedure if you want to use Penalty type AWT rates.pls AP_SPECIAL_ROUNDING is called only when you automatically withhold tax during payment batch processing.pls After you modify this file. Oracle Payables User's Guide. When you use Oracle Applications Multiple Organization Support. execute the following command: $ sqlplus <APPS username>/<APPS password> @apcmawtb. The AP_SPECIAL_RATE procedure is located in the following directory and is called: $AP_TOP/admin/plsql/apcmawtb. If you use Reporting Currencies. Payables also displays the currency. execute the following command: $ sqlplus <APPS username>/<APPS password> @apcmawtb. Payables provide the following cross-organizational reports: Payables Setup    1-117 . Oracle Payables User's Guide Using the Multiple Organization Support Feature You can use the Oracle Applications Multiple Organization Support feature to use multiple ledgers for one Payables installation. such as supplier information. If you use the Oracle Applications Multiple Organization Support feature. For example.

Oracle Payables User's Guide Setting Up Print Styles and Drivers for the Supplier Mailing Labels Report When you submit the Supplier Mailing Labels report. you must remember to properly set the Copies and Printer fields in the Submit Request window. assign in the Print Style window an SRW driver that can print in the Unformatted output style. Oracle Payables User's Guide. and an SRW driver is not defined for this printer. You set up the print style based on whether you want to run the report in the Formatted or Unformatted output style. If you want to use the Formatted output style. and you enter a printer value in the Printers field. Payables creates a flat file with the supplier label information.• • • • • Accounts Payable Trial Balance Report. Oracle Applications System Administrator's Guide. you must set up a print style and printer driver and assign them to the report. you enter zero in the Copies field. and assign in the Printer Drivers window an SRW driver that can print in the Formatted output style. The system uses the SRW driver in the Print Styles window when. If you choose Formatted. Oracle Payables User's Guide Unclaimed Property Report. If the Print Style SRW driver is different from the Print Drivers SRW driver. If you choose Unformatted. and if you use a printer in PostScript mode or not. you enter a value greater than zero in the Copies field. you choose an output style parameter of either Formatted or Unformatted. Before you can run the Supplier Mailing Label report. For more information. Oracle Payables User's Guide Unaccounted Transactions Sweep. You can then use a custom program to format the flat file and print your custom labels. Tip: If you want to be able to choose both Formatted and Unformatted output styles when you submit the report. The system uses the SRW driver in the Printer Drivers window if. in the Submit Request window. you must first define a new Portrait type (66 height x 80 width) SRW driver for your printer and it must be in your $FND_TOP/$APPLREP directory. and you use a printer in non-PostScript mode. 1-118    Oracle Payables Implementation Guide . see: Supplier Mailing Labels Report. each time you submit the Supplier Mailing Labels program. Oracle Payables User's Guide Posted Payment Register. See: Creating Custom SRW Drivers. in the Submit Request window. Oracle Payables User's Guide Posted Invoice Register. Payables prints the supplier label information on Avery brand laser labels.

Mailing Labels' Print Style: 1. Log in to Oracle Applications and choose the System Administrator responsibility.g.user-defined Description Style for Supplier Mailing Labels User Style SRW Driver Payables Setup    1-119 . with page breaks) . P (predefined non-PostScript SRW driver for Formatted/Unformatted output styles with page breaks) . see: Print Styles Window. e. Navigate to the Print Styles window. Field Style Name Sequence Value or Option PORTRAITMAILLABELS Unique number that specifies order in which the printer name appears on your printer list of values.To define the 'Portrait . Define the Portrait .existing Portrait type (66 height x 80 width) SRW driver. 2. For detailed information on the window.APFMLB (predefined PostScript SRW driver. Formatted output style.APUMLB (predefined non-PostScript SRW driver. without page breaks) .Mailing Labels Select a driver depending on whether an SRW driver for your printer is predefined in Oracle Applications. See: Print Styles Window documentation for more details.Mailing Labels print style by entering and saving the following values and options. and whether you use the Formatted (Avery labels) or Unformatted (custom labels) Output Style parameter for the Supplier Mailing Labels Report: . whether you use your printer in PostScript mode. Unformatted output style. Oracle Applications System Administrator's Guide. Portrait . 3.

0 margins 1-120    Oracle Payables Implementation Guide . 2. If you are using a printer in non-PostScript mode. For more information. see: Printer Drivers Window. Field Driver Name User Driver Description Value PORTRAITPSMAILLABELS PostScript Portrait for Mailing Labels PostScript Portrait 80x66 (8. you may want to remove the PostScript references in the values you enter for the Driver Name. Log in to Oracle Applications and choose the System Administrator responsibility. Save your work To define the printer driver: 1. Oracle Applications System Administrator's Guide. 3. User Driver.Field Columns Rows Suppress Header Orientation Value or Option 80 66 Disabled Portrait 4. Define a printer driver by entering the following values.5"x11"). and Description. Navigate to the Printer Drivers window.

Using an alternate Driver Method may require you to change the values for Spool File. Unformatted output style. Spool File Standard Input Program Name Enabled Disabled (blank) Payables Setup    1-121 . Standard Input. with page breaks) .APFMLB (predefined PostScript SRW driver.g. P (predefined non-PostScript SRW Driver for Formatted or Unformatted output styles with page breaks) . Formatted output style.APUMLB (predefined non-PostScript SRW driver. whether you use your printer in PostScript mode.Field SRW Driver Value Select a driver depending on whether an SRW driver for your printer is predefined in Oracle Applications. Program Name. and Arguments. without page breaks) . e. and whether you use the Formatted (Avery labels) or Unformatted (custom labels) Output Style parameter for the Supplier Mailing Labels Report: .user-defined Platform Driver Method (blank) Command You can use other Driver Methods.existing Portrait type (66 height x 80 width) SRW driver.

3. right) are 0 . Initialization If you use a printer in PostScript mode. Log in to Oracle Applications and choose the System Administrator responsibility. enter a string that will reset the printer's instructions for the next print job. Navigate to the Printer Types window. Oracle Applications System Administrator's Guide. 4.g.page dimensions are 80 characters wide and 66 characters high Reset If you entered an Initialization string.printer coordinate origin in top left corner of physical page . Save your work.all page margins (top. For more information. bottom. Using alternate Arguments may require you to change the values for Spool File and Standard Input. PORTRAITPSMAILLABELS. left. Select PORTRAITMAILLABELS as the printer style and select the printer driver name you defined. 1-122    Oracle Payables Implementation Guide . leave the Initialization field blank. 5.FILENAME Note that for some operating systems you will need to alter the Arguments.CONC_COPIES $PROFILES$. Query the printer you want to use to print the mailing labels.PRINTER -n$PROFILES$. 2. Save your work. To assign the printer style and printer driver to your printer: 1. enter a string with the following escape sequences: . e.Field Arguments Value lp -c -d$PROFILES$. If you use a printer in non-postscript mode and want to use the Formatted output style. see: Printer Types Window. 4.

Setting the Query Driver Parameter for 1099 Reporting Before you perform 1099 reporting. If you do not want to allow users to select other print styles when they submit the report. For more information. Query the Supplier Mailing Labels Program (short name APXVDLBL). In the Output region. 2. Each report uses the setting of the Query Driver parameter to determine which account to use to determine the balancing segment associated with the invoice. Navigate to the Concurrent Programs window. The parameter options are: • INV: charge account on the invoice distribution Payables Setup    1-123 . Log in to Oracle Applications and choose the System Administrator responsibility. Oracle Applications System Administrator's Guide. To help ensure that the parameter is consistent.To assign the printer style to the Supplier Mailing Labels Report: 1. The following 1099 reports use the Query Driver parameter : • • • • • 1099 Forms 1099 Payments Report 1099 Electronic Media 1099 Supplier Exceptions 1099 Invoice Exceptions These reports provide 1099 payment or exception information by balancing segment. 5. overwrite the Style default value of 'Portrait' with 'Portrait Mailing Labels'. 3. you need to ensure that the Query Driver hidden parameter is set properly and consistently for the 1099 reports that use this parameter. check the Style Required check box. Save your work. 4. 6. the system administrator sets the parameter and the parameter does not appear during report submission. see: Concurrent Programs Window. To issue a Restart concurrent manager command: • See: Controlling Concurrent Managers. Oracle Applications System Administrator's Guide.

The report includes all transactions that were charged to accounts with balancing segments 1. 3. Important: To ensure consistent reporting. which represents balancing segments 1. Log in as the System Administrator. By choosing a reporting entity.• PAY: bank cash account used for the invoice payment When you submit each of these 1099 reports. then you should use INV as your Query Driver parameter. and 4. Select the Query Driver parameter and update the Default Value field. and 3. and balancing segment 4 is assigned to reporting entity "West". 2. Continuing from the previous example. you run a report for reporting entity "Headquarters". each of the reports must use the same value for the Query Driver parameter. 1-124    Oracle Payables Implementation Guide . If you want to use the PAY parameter. either the payment or the invoice. then perform the following steps for each of the reports. Search for the report and click Parameters. To change the Query Driver parameter from PAY to INV: 1. then do nothing. The default parameter for the 1099 reports is PAY. you are choosing to run the report for the balancing segments assigned to the specified reporting entity. 3. You can run the reports for both the Headquarters and West reporting entities because the system can then separate transactions by balancing segment. Navigate to the Concurrent Programs window. You need to set the Query Driver parameter so you will report using the transaction type that has the most specific information. For example. 2. 2. and 3. If you want to change the parameter to INV. 2. 4. you run the report for a specific reporting entity. if you use the same cash account to pay for transactions for balancing segments 1.

• Hold Unmatched Invoices (enabled. page A-4. See: Integrated Supplier and Purchasing Information. In the Profile Options window you set the value for AP: Show Finally Closed POs. Suppliers. In addition. Supplier Sites. If a value defaults to another window or document. See: AP: Show Finally Closed POs. you can always override the default value. you set the following: • In the Invoice Tolerance window you can set tolerances for the variance you will allow between invoices and purchase orders or receipts. • • Matching Control Defaulting Hierarchies The following options and windows control matching in your system. Payables Options. The windows or document in which you can set the option are listed in the same order as the defaulting hierarchy. In the Payables Lookups and Purchasing Lookups windows you define lookup values that you use in both Payables and Purchasing. and the Purchasing Options window in Purchasing. disabled) • Financials Options window (Supplier Entry) and Payables Options window (Expense Reports) Suppliers window • Invoices    2-1 .2 Invoices Setting Up Your System for Matching You can set options and tolerances in Payables and Purchasing to control matching in your system. You set these options in many windows including Financials Options. Oracle Payables User Guide.

Suppliers need to generate XML invoices that comply with this standard to ensure that these invoices can be received through the Oracle XML Gateway and processed by Payables. page 1-35 Invoice Tolerances. page 1-49 XML Invoices You can use Oracle XML Gateway to receive invoices from suppliers using XML messaging standards. Please refer to the OAG website 2-2    Oracle Payables Implementation Guide .2. disabled) • • • • Purchasing Options window in Oracle Purchasing Suppliers window Supplier Sites window return to supplier transaction Related Topics Entering Suppliers. Oracle iSupplier Portal Implementation Guide Financials Options. 4-way) • • • Purchasing Options window Suppliers window purchase order shipment • Invoice Match Option (Receipt.1).• • Supplier Sites window Match Approval Level (2-way. Oracle supports the XML standard that was developed by the Open Applications Group (OAG).dtd (version 7. Purchase Order) • • • • Financials Options window Suppliers window Supplier Sites window purchase order shipment • Create Debit Memo From RTS Transaction (enabled. Oracle uses the OAG's Process Invoice DTD called 171_Process_Invoice_002. page 1-78 Payables Options. 3-way.

4. Invoices must be purchase order matched.) </PROCESS_INVOICE> The following are examples of document structures that are not supported: • • INVTAX and INVCHARGE within INVHEADER INVTAX within INVCHARGE Invoices    2-3 . All invoices in one message must be from the same supplier and supplier site. 2.www. page 2-4 Message Map Detail. Invoices in one message are limited to one organization. page 2-14 Processing Oracle XML Gateway Invoice Records. Oracle supports the following XML element structure: <PROCESS_INVOICE> INVHEADER (invoice header) INVCHARGE (freight/miscellaneous charge line) INVLINE (item line) INVTAX within INVLINE (This tax line will have the same LINE_GROUP_NUMBER as the Item line) INVTAX (tax line(s)) (This tax line will not have a LINE_GROUP_NUMBER because it will be prorated across all taxable Item lines in this invoice. Custom code conversions must be defined as part of trading partner setup. page 2-7 Tax on XML Invoices. page 2-3 Setup for XML Invoices.openapplications. page 2-14 XML Invoice Transaction Limitations This XML invoice support has the following restrictions for how the invoices are processed: 1.org for more information on OAG standards. 5. 3. This discussion includes the following topics: • • • • • XML Invoice Transaction Limitations. Tax groups are not supported. 6.

To set up your system to receive XML Invoices: 1. page 2-2 Setup for XML Invoices You perform setup for XML Invoices in the XML Gateway product. 8. In XML Gateway. INVCHARGE within INVLINE The map does not support tax on tax. For the following parameters. For additional information on the following steps. navigate to the Define Hubs window. 2. Related Topics XML Invoices. The first part of this URL is the deploying enterprise's server and port) (enter the name of the supplier) (enter the password your supplier gives you) (enter any code) Username. navigate to the Define Transactions window. See Tax on XML Invoices. page 2-14. 1 Password. Define the Inbound XML Invoices Transaction: In XML Gateway. refer to Oracle XML Gateway User Guide. 1 Save your work. Define a hub for each supplier that will send you XML invoices. 1 Hub Entity Code. The map does not support invoices matched to blanket purchase orders. enter the following values: Parameter Name Protocol Type Protocol Address Value AP HTTP (enter the complete URL where the Transport Agent will post the XML document.• 7. For the following 2-4    Oracle Payables Implementation Guide .

enter the following values: Parameter Trading Partner Type Trading Partner Name Trading Partner Site Company Admin Email Transaction Type Transaction Subtype Value Supplier (enter the name of your supplier) (enter the supplier site address) (enter the supplier e-mail address) AP INI Invoices    2-5 .ECX_IN_OAG_Q Save your work. 3.parameters. Define each trading partner (supplier) that will send you XML invoices: In XML Gateway. navigate to the Define Trading Partners window. enter the following values: Parameter Party Type Transaction Type Transaction Subtype Transaction Description Standard Code Direction External Transaction Type External Transaction Subtype Queue Value Supplier AP INI Inbound XML Invoices OAG IN INVOICE PROCESS APPS. For the following parameters.

4.0 SEND (enter any unique ID) XML OAG INVOICE PROCESS 2-6    Oracle Payables Implementation Guide .Parameter Standard Code External Transaction Type External Transaction Subtype Direction Map Source Trading Partner Location Code Value OAG INVOICE PROCESS IN AP_INVOICE_INBOUND (enter the same code you entered for the hub entity code) 0 (leave null) Document Confirmation Routing Save your work. Parameter TRANSPORT_PROTOCOL TRANSPORT_PROTOCOL_VERSION REQUEST_TYPE MESSAGE_ID MESSAGE_TYPE MESSAGE_STANDARD TRANSACTION_TYPE TRANSACTION_SUBTYPE Value OXTA 1. Submit the following information through a transport agent.

XML Gateway Details: Parameter Message Map Name: Direction: (Internal) Transaction Type: (Internal) Transaction Subtype: External Transaction Type: Value AP_INVOICE_INBOUND Inbound AP INI PROCESS Invoices    2-7 . The following sections present details associated with that message map. Note: Most data values are seeded. Message Map Detail Invoice DTD elements that Oracle supports are presented in this section. Map Summary The AP_INVOICE_INBOUND message map is used to populate the Payables Open Interface tables with invoice records based on data in a PROCESS_INVOICE_002 XML message.Parameter DOCUMENT_NUMBER PARTY_ID PARTY_SITE_ID Value (enter any number) (enter any number) (enter the same code you entered for the hub entity code) (enter the username) (enter the password) USERNAME PASSWORD Save your work. These tables also show how the data elements map to columns in the Payables Open Interface tables.

inv.Parameter External Transaction Subtype: DTD Directory: Map Directory: Message Maps XGM File Name: Value INVOICE ap/xml/oag721 ap/patch/115/xml/US apxmlinb.recv no subscription in this version General Message Map Details: Parameter The Open Interface or API is initiated for the transaction by the Message Map: Name of the Application Open Interface associated with validation of the entire transaction: Are levels expanded and/or collapsed in the Message Map: Value No Payables Open Interface Yes Target Detail Open Interface Tables: Table AP_INVOICES_INTERFACE 2-8    Oracle Payables Implementation Guide .ap.invoice.apps.xgm Workflow Business Event System Details: Parameter Event Name initiated by the Message Map after the transaction is processed: Event Subscription Name initiated by the Application after the transaction is processed: Value oracle.

and Condition (if any) Derived from supplier site. Invoices    2-9 .INVOICE_ID AP_INVOICES_INTERFACE. Defaulted Columns: Defaulted Columns AP_INVOICES_INTERFACE.VENDOR_SITE _ID Default Value. Derived Columns: Derived Columns AP_INVOICES_INTERFACE. For details on values that import derives or defaults. XML GATEWAY Assigned from corresponding header row AP_INVOICES_INTERFACE. Note that import later derives some invoice values such as the accounts for Freight and Miscellaneous distributions.INVOICE _ID AP_INVOICE_LINES_INTERFACE.PAYMENT_ME THOD AP_INVOICES_INTERFACE.SOURCE AP_INVOICE_LINES_INTERFACE. and Condition (if any) Assigned next sequence value Assigned variable value from the XML Gateway Internal Control Number. Oracle Payables Reference Guide.INVOICE _LINE_ID Assigned next sequential value The following tables show values that are derived when the Payables Open Interface is populated. refer to the Payables Open Interface Table Descriptions.GROUP_ID Default Value. The supplier (VENDOR_ID) and the operating unit (ORG_ID) are derived from the PARTY_SITE_ID in the XML envelope.Table AP_INVOICE_LINES_INTERFACE The following tables show values that default when the Payables Open Interface is populated.

and is based whether INVTAX is within INVLINE. USERAREAs We do not use any data in the user areas.LINE_NU MBER   Attached XSLT XSLTs are not provided in the Oracle transactions.CHARGETYPE is "Freight" then the line type value is FREIGHT. If INVCHARGE. If the invoice amount is negative then the value is CREDIT. if they are used. AP_INVOICE_LINES_INTERFACE. Thisvalue is set to Y in two scenarios: -If the taxable flag is set to Y at the header then this value is set to Y for all Item lines. If INVCHARGE.INVOICE_TYPE _LOOKUP_CODE Default Value.TAX. LINE_TYPE_LOOKUP_CODE is "ITEM". For INVTAX. The value is set to Y when tax should be prorated to the item. Collapsing or Expanding Data Levels The AP_INVOICE_INBOUND message map collapses the dataarea and the PROCESS_INVOICE and INVHEADER elements into AP_INVOICES_INTERFACE.AMOUNT.TAXABL E_FLAG AP_INVOICE_LINES_INTERFACE.CHARGETYPE is anything other than "Freight" then the line type value is MISCELLANEOUS.Derived Columns AP_INVOICES_INTERFACE. the line type value is TAX. Note that the CHARGETYPE is not case sensitive. XML Style sheets must be stored in the directory that is defined in the Profile Option.LINE_TY PE_LOOKUP_CODE AP_INVOICE_LINES_INTERFACE. and Condition (if any) If the invoice amount is zero or positive then the value is STANDARD.T elements. You may add them to your own or modified Message Maps by invoking the Execute Procedure to Perform XSLT Transaction in the Message Map. For INVLINE elements. 2-10    Oracle Payables Implementation Guide . -This value is derived for Item lines only.

DOCUMENT. DESCRIPTION AP_INVOICES_INTERFACE.DOCUMENT Qualifier needs to be "DOCUMENT" to be mapped. If null. Oracle Payables User's Guide. INVCHARGE The following table contains information about Invoice Charge (INVCHARGE) DTD elements and how they map to open interface tables. see: Text Description of the Invoice Charge Table. For a text description of the following table. For a text description of the following table. the email address will be derived from the trading partner setup. Field/Data Type Description/Comment Payables Open Interface Table column (inbound) AMOUNT. INVOICE_CURRENCY_COD E DATETIME.CONTACT. VENDOR_EMAIL_ADDRESS DOCUMENTID   DESCRIPTN   PARTNER.INVHEADER The following table contains information about Invoice Header (INVHEADER) DTD elements and how they map to open interface tables. AP_INVOICES_INTERFACE. INVOICE_AMOUNT AP_INVOICES_INTERFACE.EMAI L PARTNERTYPE needs to be "Supplier" to be mapped. see: Text Description of the Invoice Header Table. Oracle Payables User's Guide. Invoices    2-11 . AP_INVOICES_INTERFACE.T -VALUE -CURRENCY Qualifier needs to be "DOCUMENT" to be mapped. INVOICE_DATE AP_INVOICES_INTERFACE. INVOICE_NUM AP_INVOICES_INTERFACE.

QUANTITY_INVOICE D QUANTITY. OPERAMT.ITEM 2-12    Oracle Payables Implementation Guide .EXTENDED.CHARGETYPE is anything other than "Freight" then the line type value is MISCELLANEOUS. If INVCHARGE.AMOUNT AP_INVOICE_LINES_INTER FACE.T AP_INVOICE_LINES_INTER FACE.EXTENDED. If INVCHARGE.CHARGETYPE INVCHARGE.DESCRIPTN   AP_INVOICE_LINES_INTER FACE. see: Text Description of the Invoice Line Table.Field/Data Type Description/Comment Payables Open Interface Table (inbound) AP_INVOICE_LINES_INTER FACE. For a text description of the following table. Field/Data Type Description/Comment Payables Open Interface Table (inbound) AP_INVOICE_LINES_INTER FACE.LINE_TYPE_LOOKUP _CODE AMOUNT.T Qualifier needs to be "EXTENDED" to be mapped.CHARGETYPE is "Freight" then the line type value is FREIGHT. Oracle Payables User's Guide. Qualifier needs to be "UNIT" to be mapped. Qualifier needs to be "ITEM" to be mapped. INVCHARGE.UNIT_PRICE AP_INVOICE_LINES_INTER FACE.AMOUNT AMOUNT. freight or miscellaneous charges. It does not include tax.DESCRIPTION INVLINE The following table contains information about Invoice Line (INVLINE) DTD elements and how they map to open interface tables. This is price x quantity.UNIT. Note that the CHARGETYPE is not case sensitive.T Qualifier needs to be "EXTENDED" to be mapped.

Invoices    2-13 . For a text description of the following table. Not mapped.AP_INVOICE_LINES_I NTERFACE.T Qualifier needs to be "TAX" to be mapped.VENDOR_ITEM_NUM AP_INVOICE_LINES_INTER FACE.LINENUM AP_INVOICE_LINES_INTER FACE.PO_NUMBER AP_INVOICE_LINES_INTER FACE.Field/Data Type Description/Comment Payables Open Interface Table (inbound) AP_INVOICE_LINES_INTER FACE.AMOUNT AMOUNT.SCHLINEN UM   INVTAX The following table contains information about Invoice Tax (INVTAX) DTD elements and how they map to open interface tables. Currently used to identify PO number.PO_LINE_NUMBER AP_INVOICE_LINES_INTER FACE. Oracle Payables User's Guide. but for a purchase order.ITEM_DESCRIPTION AP_INVOICE_LINES_INTER FACE.DOCTYPE   DOCUMNTREF.DOCUMEN TID DOCUMNTREF. UNIT DOCUMNTREF.T to submit tax information. Always use TAX.PO_UNIT_OF_MEASU RE DESCRIPTN   ITEMX Currently used to identify PO line.PO_SHIPMENT_NUM   DOCUMNTREF.TAX. Do not use TAX. the DOCTYPE must be "PurchaseOrder".TAX. see: Text Description of the Invoice Tax Table. Field/Data Type Description/Comment Payables Open Interface Table (inbound) AP_INVOICE_LINES_INTER FACE. Code conversion needs to be consistent with trading partner.

it automatically retrieves incoming XML messages that are placed in an XML Gateway Inbound Queue. XML Gateway maps the messages and loads them to the Payables Open Interface tables. Note that tax allocation is to Item lines only. then the map breaks the line into two lines -. If a tax amount is included as part of an invoice line. page 2-2 Tax on XML Invoices An XML message can send a tax amounts in the following ways. the workflow automatically deletes the rejected invoice record from the interface. XML Gateway passes the supplier e-mail address to the interface when it loads invoice records to Payables. The following import rejections cause a notification to be sent to the supplier. invalid purchase order) cause a workflow notification of the problem to be sent to the supplier at this designated e-mail address. After the notification is sent. The map also populates each line with the same value in AP_INVOICE_LINES_INTERFACE.one Item line and one Tax line. One XML message can include both ways: • • as its own tax line as part of an invoice line If the message has a separate tax line. Invoice Validation will validate tax amounts and will apply holds to the invoice if necessary.LINE_GROUP_NUMBER to ensure that the allocation of the Tax line is to the single Item line. Certain invoice import failures (for example. • • • Can Match To Only 1 Line Duplicate Invoice Number Duplicate Line Number 2-14    Oracle Payables Implementation Guide .Related Topics XML Invoices. the map creates it as a Tax line in the interface. page 2-2 Processing Oracle XML Gateway Invoice Records Once you install the Oracle XML Gateway. Payables Open Interface Import then allocates that Tax line to all taxable Item lines on the invoice. Related Topics XML Invoices. The supplier must correct the problem and retransmit the invoice.

Oracle Payables User Guide. Invoices    2-15 . Payables Accounting Process. The set submits four concurrent programs: Payables Open Interface Import. and Concurrent Request Notification. The e-mail notifies the recipient that the programs were submitted to the concurrent manager and provides the request ID of each program. Submitting the XML Inbound Invoice Process Prerequisites • Install Oracle XML Gateway to automatically receive incoming messages. See: Payables Open Interface Import Troubleshooting. Oracle Payables User Guide. you submit the XML Inbound Invoice Process. See: Oracle XML Gateway User Guide. and Listings. To process your incoming invoices. The Concurrent Request Notification process automatically sends an e-mail to the e-mail address that is entered in the AP: Notification Recipient E-mail profile option. If an invoice does not import due to validation in the import program that is not the responsibility of the supplier (for example. Oracle Payables User Guide and Open Interface Invoices Window. then the problem needs to be reviewed and corrected within Payables. Oracle Payables User Guide. accounting date is in a closed period). For information on monitoring requests. see: Payables Open Interface Import Report. Programs. Payables Invoice Validation.• • • • • • • • • • • Inconsistent Curr Inconsistent PO Line Info Invalid Invoice Amount Invalid Item Invalid PO Info Invalid PO Num Invalid PO Shipment Num Invalid Price/Quantity Invalid Quantity Invalid Unit Price No PO Line Num For detailed information about these rejections. This is a request set that can be scheduled to run as often as you want to retrieve and process XML invoices. see: Submitting Standard Reports.

page 2-2 Tax Handling for XML Invoices This page intentionally left blank. You can also customize the workflow to override any invalid code combinations with a designated default value.Setting Up Taxes in Oracle E-Business Tax. Set up taxes. (Optional) Provide a value for import to assign for the expense account for Freight distributions. Your workflow can send notifications of any invalid code combinations to a specified user for correction. For example. 2-16    Oracle Payables Implementation Guide . page 1-62. (Optional) Provide a value for import to assign for the expense account for Miscellaneous distributions. you can modify this workflow to validate all accounting code combinations in the Payables Open Interface tables. 3.• In Oracle XML Gateway. page 136. it is ready to be imported into the Oracle Payables application tables. If the workflow is submitted before customization it will run but no validation or actions are performed. then once an invoice record has successfully completed workflow. Related Topics XML Invoices. See: Freight Account Payables Option. you can add workflow rules that meet the specific requirements of your business. See: Oracle XML Gateway User Guide. define the trading partner. 2. Using Oracle Workflow. In the Request Set field. Oracle E-Business Tax User Guide • • • To submit the XML Inbound Invoice Process: 1. Optionally modify any default program parameters. You can customize the Payables Open Interface Workflow to help automate verification and validation of data in the Payables Open Interface tables before you submit Payables Open Interface Import. If you implement this workflow. choose Request Set. select XML Inbound Invoice Process. In the Submit a New Request window. See: Miscellaneous Account Financials Option. You cannot replace this workflow with a new process. Optionally schedule the request set to run as often as you want to process XML invoices. Payables Open Interface Workflow The Payables Open Interface Workflow is a workflow template that must be customized before it processes any data.

then use the Quick Invoices window. For example. return to the Oracle Applications Notification window. When an invoice fails workflow. If you need to correct invoice records that were entered in the Quick Invoices window. the individual can periodically use the Oracle Applications Notification window to query and review data that has failed the workflow. The responsible individual can act based on the e-mail. If you choose the References button in that window. e-Commerce Invoice Inbound. Invoices that have the value of 'D' or null in this column are ready to be imported into the application tables using the Payables Open Interface Import.When the workflow is submitted it looks at all data in the AP_INVOICES_INTERFACE table that meets the parameters specified and has a value of 'Y' in the WORKFLOW_FLAG column. If you want the workflow to select records with a null value for WORKFLOW_FLAG then you will need to write a customization to change the value for those records to 'Y'. a notification is sent via e-mail to the individual set up in workflow as the performer. you may want to create a request set containing the three programs. and Payables Open Interface Import. the system navigates to the Open Interface Invoices window. and choose the Respond button. For example. and a null status. Once you correct the data. you could write a concurrent program to update the workflow flag to 'Y' for records with a null WORKFLOW_FLAG. You can use this window to correct data in the interface tables for any invoices that are not from the Quick Invoices window. Once an invoice has successfully completed workflow the value is set to 'D' for 'Done'. Payables Open Interface Workflow. Enter Problem Fixed. the source of Quick Invoices. if you integrate with Oracle e-Commerce Gateway for inbound invoices. Workflow sets a temporary value of 'S' for 'Selected' when it processes the invoice. Tip: To schedule the automatic import of data and initiation of workflow as a recurring process. Records from Oracle sources are saved with no value for WORKFLOW_FLAG. Alternatively. Oracle Payables automatically resubmits the invoice to workflow. use the Submit Request Set window. You can schedule this Invoices    2-17 .

enter the source exactly as it appears in the Oracle Payables Lookups window. customize the workflow to select invoice records with a null WORKFLOW_FLAG. then if you do not want a record selected for import. enter the group. Leave blank if you want Workflow to process records regardless of source. for example. Assign Performer: Set up the individual who should receive notification of the workflow event. If you want to process invoice records from the Quick Invoices window. Submitting the Payables Open Interface Workflow The program can be added to a request set along with the Payables Open Interface Import routine to handle a complete loading of data into the application tables. If you want to limit Workflow to records with a particular source.pls. If you entered the invoices in the Quick Invoices window. It will process all records that have not yet been processed. Edit the procedure Do_Custom_Validation. Group. Selected Workflow Parameters Source. See: Submitting Standard Reports. every six hours. Leave blank if you want Workflow to process records regardless of group. Populate the WORKFLOW_FLAG column in the AP_INVOICES_INTERFACE table with a value of 'Y' in order for Workflow to perform action on an invoice. Oracle Payables User Guide. If you want to limit Workflow to records with a particular group. Prerequisites • Customize the workflow validation. Programs. The name of the workflow is AP Open Interface Import Workflow.request set to run regularly. then enter the Quick Invoices Batch name. set the flag to D • • Workflow Submission You submit this program from the Submit Request window. and Listings. If you have customized Workflow to additionally select records with the WORKFLOW_FLAG set to null. 2-18    Oracle Payables Implementation Guide . This procedure is stored in $AP_TOP/admin/sql/apiiwkfb. Edit the file and compile it against the server. This task describes how to submit the process individually.

Related Topics Oracle Workflow User Guide Payables Open Interface Import. Oracle Payables User Guide Invoices    2-19 .

.

there are additional setup steps for Internet Expenses. Oracle Payables User Guide. Set up credit card programs with a card type of Procurement for employees to use procurement cards to purchase items directly from suppliers.3 Expense Reports and Credit Cards Setting Up Credit Card Programs Set up credit card programs for your enterprise's credit card and procurement card requirements. Enter your card issuer as a supplier. home and/or office address. Prerequisites • • You have the requisite agreements in place with your card issuer. See: Enter Person. This section explains how to set up credit card programs for both expense report credit cards and procurement cards.Oracle Internet Expenses Implementation and Administration Guide. Oracle iSupplier Portal Implementation Guide. See: Establishing Corporate Credit Cards. Set up credit card programs with a card type of Travel for employees to enter credit card transactions on expense reports. Managing People Using Oracle HRMS. supervisor. default expense account. see: Procurement Card Management. Enter complete employee information. If you pay with Electronic payments. • Setting up credit card programs: Expense Reports and Credit Cards    3-1 . including employee name. The setup for procurement cards makes use of all windows and processes described in this section. and cost center. If you are using Oracle Internet Expenses. Set up your employees who will be card holders. The setup for credit cards makes use of the Card Programs window and the Credit Cards window only. Include all information including payment terms and supplier site. enter supplier bank information. For more information about using procurement cards. See: Entering Suppliers.

7. page 3-4. Provide detailed cardholder information and card profile information to your card issuer. Configure Self-Service Web Applications credit card functions using Web Applications Dictionary. default GL account. such as Standard Industry Classification (SIC) codes. For example. Your card issuer can provide an acknowledgement of the card numbers for all new credit cards. Assign a default GL account to a card code. page 3-15. In the Card Programs window. page 3-6. In the GL Account Sets window. In this window you can also specify transaction statuses for which you will not create invoices. and manager approval options. employee verification options. page 3-13. 3. 4. Your employees can use the cards to purchase goods. See: Code Sets Window. In the Code Sets window. Attributes of a credit card profile include credit card program. define your credit card program. or Hold. You can write a custom program to send this information to your card issuer electronically. define credit card profiles that you assign to procurement cards. In the Credit Cards window. 9. create credit card code sets for procurement cards.1. including the card issuer. 6. See: Credit Cards Window. Set up the AP Procurement Card Manager Approval Transaction workflow. 5. See: Configuring Procurement Card Web Pages Using Web Applications Dictionary. A GL account set is a list of values that procurement card holders can use to change accounts during transaction verification. See: AP Procurement Card Manager Approval Transaction Workflow. 2. Distribute cards to your employees.Assign this responsibility for employees that should have 3-2    Oracle Payables Implementation Guide . page 3-23. statuses of Unapproved. Enter card codes. or Merchant Category Codes (MCC). page 3-10. Disputed. Assign Procurement Cards responsibility and the Workflow responsibility to employees. and credit card code set. The card issuer sends cards for your employees. define GL account sets for procurement cards. navigate to the Users window. GL account set. In the System Administration application. assign a card to a card holder and assign a credit card profile to the card. In addition you can record restrictions for credit card codes. See: AP Procurement Card Employee Verification Workflow. 10. There are four levels of the Procurement Cards responsibility that you can define for employees: • Procurement Cards . In the Profiles window. See: Card Programs Window. See: Profiles Window. exception clearing account. 8. Set up the AP Procurement Card Employee Verification Workflow. card type. page 3-31.

To allow a Web user the ability to verify open procurement card transactions and to review a procurement card transaction history for more than one employee. • Procurement Cards (Program Administrator) . Important: To assign this responsibility. Enter the Web user in the Person field. all card profiles. See: Card Programs Window. This responsibility has access to all records for a Procurement Card Profile. • Procurement Cards (Card Profile Administrator) . and all employees. • Procurement Cards (Full Access) Assign this responsibility to employees that should have access to all records for all card programs. define an additional securing attribute value (ICX_HR_PERSON_ID) for each employee to which you will allow access to procurement card transactions for this employee. This responsibility has access to all records for a Procurement Card Program. page 3-6. you must also define the Securing Attribute in the Users window to AP_CARD_PROFILE_ADMIN_ID. Expense Reports and Credit Cards    3-3 . The securing attribute for the seeded Procurement Cards responsibility is ICX_HR_PERSON_ID. you must also define the Securing Attribute in the Users window to AP_CARD_PROGRAM_ADMIN_ID. page 3-10. you must first define the employee name for Administrator in the Profiles window.Assign this responsibility for the employee that is the Administrator in the Card Programs window. You then assign the EMPLOYEE_ID for the program administrator as the Securing Attribute Value. You then assign the EMPLOYEE_ID for the profile administrator as the Securing Attribute Value. See: Profiles Window.access to records for one or more employees. Important: To assign this responsibility. Important: To assign this responsibility. you must first define the employee name for Administrator in the Card Programs window. Important: To assign this responsibility.Assign this responsibility for the employee that is the Administrator in the Profiles window.

Employees can use any of the Procurement Card responsibilities to verify open procurement card transactions, and to view a transaction history using Self-Service Web Applications. Each of these responsibilities includes the following functions: • Verify Open Transaction. Use to update the status, cost center, account, and description of a transaction. You can also split a transaction. View Transaction History. Use to review a transaction history.

The seeded Workflow responsibility includes the following functions: • • View Notifications View notifications sent by Workflow. View ProgressView the progress of the workflow process for a selected document.

The securing attribute for the seeded Workflow responsibility is ICX_HR_PERSON_ID.

Code Sets Window
Use this window to define sets of credit card codes for your procurement cards. Payables uses these codes to create default accounting distributions for transactions that you import from your credit card issuer. Your card issuer maintains card codes, for example, Standard Industry Classification (SIC) codes or Merchant Category Codes (MCC), to identify suppliers and supplier types for the transactions that your employees incur when using a procurement card. You can assign a default account to a card code so that when you import a transaction for that card code, you can create a default accounting distribution for the transaction based on the card code for the transaction. You define sets of credit card codes in this window. You assign credit card code sets to credit card profiles. You then assign credit card profiles to credit cards.
Note: The Code Sets window uses the AP_CARD_CODE_SETS and the

AP_CARD_CODES table to store information on credit card code sets and the credit card codes that are assigned to them. If your credit card issuer provides you with its card codes you can load this information directly into the table to save you data entry time. For detailed information on the table, see: Oracle Payables Applications Electronic Technical Reference Manual. You can then use the Code Sets window to edit and update credit card code sets.

Prerequisites
• Your procurement card provider sends you the list of card codes it uses. For

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example, Standard Industry Codes (SIC) or Merchant Category Codes. • Define your chart of accounts. See: Defining Your Chart of Accounts, Oracle General Ledger User's Guide.

To define a credit card code set:
1. 2.

In the Code Sets window, enter the Code Set Name and Description. In the Card Codes region, enter the card code value, for example, the SIC. Enter a description for the card code. If the card code value is a group card code, enable the Blocking Group check box and leave the account field empty. If you want to assign a default account to the card code value, enter the account. If you enable the Build Account From Code option for a Credit Card Profile, this value will overlay the employee's default expense account and the default account template for the profile when Payables builds the account for transactions that use the card code.

3.

Enter an Inactive On date if you want to limit the time during which the card code will appear on a list of values. Save your work.

4.

Code Sets Window Reference
Code Set Name. Name of the credit card code set. You assign card code sets to credit card programs. Card code sets contain card codes. Description. Credit card code set description. This will appear on a list of values when you select a credit card code set. Blocking Group. Enable this check box if the card code value is a blocking group value. This field will be used by future version of Payables. Value. Card code value. For example, Standard Industry Code or Merchant Category Code. This code is defined and used by your credit card issuer to identify suppliers and groups of suppliers. This code is also used to indicate the supplier type for an imported credit card transaction. Description. Card code description. This value will appear on a list of values when you select a card code. Account. If you want to associate an account with a card code, enter the account here. When Payables creates the default GL account for the transaction, it will use the account for a credit card code to overlay any values from the default employee expense GL account or default account template for the profile.

Expense Reports and Credit Cards    3-5

Important: To use the account associated with a credit card code to

build a default accounting distribution for an imported transaction, you must enable the Build Acct From Code option in the Profiles window. See: Profiles Window, page 3-10.

Inactive on. If you want to limit the amount of time a card code value is listed on a list of values for the credit card set, enter the date it will become inactive.

Card Programs Window
Use this window to define your credit card programs for each card issuer. You define the supplier and supplier site for your card program. You also specify which transaction statuses to exclude when you automatically create an invoice for your card issuer.

Prerequisites
• Define credit card code sets in the Code Sets window. See: Code Sets Window, page 3-4. Enter your card issuer as a supplier. Include all information including payment terms and supplier site. If you make EFT payments, enter supplier bank information. If necessary, define additional Card Brands and Employee Matching Rules in the Lookups window. If necessary, define mapping rules in the Card Expense Type Mapping Rule page of Internet Expenses Setup and Administration. See: Setting Up Mapping Rules, Oracle Internet Expenses Implementation and Administration Guide.

To define a credit card program:
1.

In the Card Programs window, enter a Card Program Name and complete the definition of the card program. Save your work.

2.

Card Programs Window Reference
Card Program Name. Name of the credit card program. Card Brand. The card brand (for example, American Express, Visa, or MasterCard) of the credit card. You can define additional Card Brand values in the Lookups window. Description. Description of the Credit Card program. Card Type. Enter the card type for your reference:

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• • •

Procurement (for procurement cards) Supplier (for Oracle iProcurement only) Travel (for Oracle Internet Expenses only)

Card Issuer. Supplier name of card issuer. Card Issuer Site. Card issuer's payment supplier site. Card Code Set. Enter a card code set that includes card codes your card issuer uses to record restrictions on cards. You define credit card code sets in the Code Sets window. See: Code Sets Window, page 3-4. Administrator. The employee or workflow role that will act as administrator for the credit card program. Card Program Currency. Currency in which the card issuer invoice is created. This value defaults from the supplier site. Exposure Limit. This field will be used by a future version of Payables. You can use this field for your reference to record the program's credit limit. Inactive On. Date on which you can no longer create a credit card profile with this credit card program. On this date, this credit card program will no longer appear on a list of values for credit card programs. Payment Due From. For use with the card type Travel only. Indicates whether payment for corporate credit card transactions is due from the employee, the company, or from both the employee and the company. Enter one of these values: • Both. The employee is billed and pays the credit card issuer only for personal transactions. The employee then creates an expense report for the remaining business-related expenses. When the expense report is created in Payables as an invoice, the company pays the credit card issuer for the employee's business expenses. Company. The company is billed and pays the credit card issuer for all transactions. The employee then creates an expense report and marks each item as either Business or Personal. If the total amount of personal transactions processed on an expense report exceeds the total amount of cash and other business expenses for that expense report, the employee will owe the company for these personal transactions. Therefore, the employee may be required to reimburse the company for the difference (depending upon the company corporate card policy). Individual. The employee is billed and pays the credit card issuer for all transactions. The employee then creates an expense report to request reimbursement for the business-related transactions.

Expenses Clearing Account. The temporary account used to record credit card transaction activity. Payables debits this account when an invoice is created to pay the

Expense Reports and Credit Cards    3-7

credit card issuer for credit card transactions. Payables credits this account with offsets to the original debit entries when the expense report is created in Payables. If you enter an expenses clearing account in this field and in the Expenses Clearing field of the GL Accounts region of the Payables Financials Options window, the account entered in this field takes precedence. If you enter Both in the Payment Due From field, you must provide an expenses clearing account. If you enter Company in the Payment Due From field, you can update the account number. Exception Account. Account to which Payables will charge exceptions if the Procurement Card Transaction Validation Report tries to create a transaction distribution for an invalid GL account. Employee Matching Rule. The matching rule to use to match new accounts for this credit card program to employees. Payables provides the matching rules American Express and Default; the matching rule Default works with MasterCard and Visa card programs. You can define additional Employee Matching Rule values in the Lookups window. See: Defining Credit Card Programs, Oracle Internet Expenses Implementation and Administration Guide. Card Expense Type Mapping Region Source Column. The column in the AP_CREDIT_CARD_TRXNS_ALL table to use to map to card expense types. Mapping Rule. The name of the mapping rule defined in Internet Expenses. You define mapping rules in the Card Expense Type Mapping Rule page of Internet Expenses Setup and Administration. Automatic Itemization Region Enable Automatic Itemization. Check this box to enable level 2 and level 3 itemizations, if they are provided by the credit card provider. To default expense types during expenses entry based on itemization information, assign card expense types to expense items. If you do not assign card expense types to expense items, automatic itemization works only if there is a default expense item defined for the selected expense template. For level 2 itemizations, the data is stored in the HOTEL_XXX_AMOUNT columns of the AP_CREDIT_CARD_TRXNS_ALL table, where XXX represents the nature of the expense, for example, room service. For level 3 itemizations, transaction details are captured in the AP_CC_TRX_DETAILS table.
Note: If the folio_type is null for the transaction, that is, there is no card

expense type value, then automatic itemization does not occur.

Transaction Detail Wait Days. The default wait period for this card program. The wait period assigned to a merchant is equal to the difference in the number of days between receiving the main transaction and receiving level 3 transaction data. If you define a wait period at the card program level, Payables uses the smaller value between the card

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Oracle Internet Expenses Implementation and Administration Guide Setting Up Credit Card Expense Mapping. Oracle Internet Expenses Implementation and Administration Guide. Expense Reports and Credit Cards    3-9 . If you check the Unapproved check box. Do Not Pay If Status Is Region Do Not Pay If Status Is (procurement card only). level 2 itemizations are used if they exist. • • • • • • Unverified Unapproved Account Exception Personal Disputed Hold Related Topics Establishing Corporate Credit Cards. and If level 3 itemizations are not available at the same time as the transaction. However. check each check box status you want to exclude from invoice creation.program wait period and the merchant wait period as the hold period for the particular transaction. If you want the Create Procurement Card Issuer Invoice program to exclude any transaction accounting distributions with the following statuses. since it is possible to have long merchant wait periods. • If you enable automatic itemization. then Transaction Detail Wait Days is not a required field. check those check boxes. Oracle Internet Expenses Implementation and Administration Guide Oracle iProcurement Implementation Guide for more information about the Supplier Card Type. Processing Corporate Credit Cards. it is recommended that you assign a default wait period to each card program. See: Appendix C. if you do not want to import transactions with a status of Unverified or Hold. the Create Procurement Card Issuer Invoice program will not select those transactions for which manager approval is required and manager approval has not yet been obtained. For example. You can enter zero (0) in this field to enable the following functionality: • Level 3 itemizations only occur if they are provided at the time the transaction is imported and validated. or for those transactions that managers have rejected.

if you allow your procurement card holders to update transaction accounts. Each card holder's procurement card is assigned a credit card profile. Each credit card profile can be assigned one credit card GL set. see: Profiles Window Reference.GL Account Sets Window Use the GL Account Sets window to create a list of values of GL accounts that your employees can use to correct account information for their procurement card transactions. Profiles Window Use this window to define profiles for the various types and levels of spending you allow for procurement card holders. Values in this region will be used in a future release 2. To define GL account sets: 1. 3-10    Oracle Payables Implementation Guide . enter values in the Card Code region. Prerequisite • Define your chart of accounts. page 3-11. enter the account name that credit card holders will see when they use Self-Service Web Applications to change the account for a transaction. If you want to record restrictions to the credit card based on card codes. page 3-6. You assign a credit card profile to each card that you assign to a card holder. See: Card Programs Window. You can also define a template GL account for a profile that helps build the default accounting distributions for imported credit card transactions. For detailed information on each field. 2. In the Profiles window. enter a Profile Name and complete the fields to create a profile. In the Description field. enter a GL Account Set Name and Description. In the GL Account Sets window. List the GL accounts that are included in the set. you can define the GL accounts that are displayed when a card holder uses Self-Service Web Applications to update the status or GL account of a transaction. for example. See: Defining Your Chart of Accounts. You specify the level of employee verification and manager approval required for employee cards to which a profile is assigned. Additionally. Save your work. To define a credit card profile: 1. Office Supplies. Prerequisite • Define credit card programs in the Card Programs window. Oracle General Ledger Implementation Guide.

The date that you cannot use this profile because it is inactive and the profile no longer appears on a list of values. 4. page 3-6. Payables displays the currency of the credit card program. Daily. If you want to default account segments to the transactions that you import for this card program. You can record this information for your reference. Acct Set Name. For example. See: Card Programs Window. leave the field blank. Monthly. Default Acct Template. and the amount. Inactive On. Administrator. then check the Exclusion check box and enter a card code or range of card codes. The card codes you enter must be in the card code set assigned to the card program you choose. and you have associated accounts with card codes in the Card Code Sets window. the account value for a card code overlays the employee expense account and default account template values. For a range of codes. To create default accounting distributions for an imported transaction. If you want to skip an account segment. or Period). The Expense Reports and Credit Cards    3-11 . If you want to restrict the total amount an employee can spend during a time unit. These card code restrictions should be based on card code restrictions that your card issuer supports. Profiles Window Reference Profile Name. Save your work. the employee can override the default GL account. Program Currency. 6. This value will appear on a list of values when you select a profile in the Credit Cards window. GL account set you are assigning to the credit card profile. Description of the credit card profile. and select the time unit (Transaction. Description. If you also enable the Build Account From Code option in this window. Employee name of the administrator for the credit card profile. Monthly.of Payables. or Period). then enter the time unit (Transaction. Credit card program that you want to associate with this profile. a card holder's default employee expense account is 01-450-5800. enter the account segments. if you want to restrict the total number of transactions an employee can execute during a time unit. If you allow employee verification using Self-Service Web Applications. Examples include: 3. If you want to exclude the card holder from transactions that use a card code or a particular range of codes. The name of the credit card profile. Card Program Name. then enter the number of allowed transactions. Daily. Payables overlays the employee's default expense account with any segment values contained in the default account template. 5.

you can select the level of card holder notification or verification that you want Workflow to enforce for transactions to which this profile has been assigned. Workflow requires verification from the card holder. Workflow does not notify the card holder's manager. • • No Notifications. Oracle Payables User Guide. When Workflow processes a transaction for a manager's direct reports. If you have enabled the Build Account From Code option. Workflow requires approval from the card holder's manager.default account template is --5900. Build Acct From Code. This option allows users to enter numeric accounts in Self-Service Web Applications rather than selecting the GL account description that you defined in the GL Account Sets window. Workflow notifies the card holder but does not require verification from the card holder. then "Personal" will not appear as a status option. Workflow does not notify the card holder Notifications Only. Manager Notifications. An example of an exception is a transaction with an invalid cost center ID. When Payables builds the account for the transaction. See: Procurement Card Transactions Validation. but does not require approval. Payables assigns 01-450-6000 as the transaction account. Allow Status "Personal". Approval Required. When Workflow processes a transaction for the card holder. page 3-6. Workflow notifies the card holder's manager. Notifications Only. Verification Required. you associate accounts with card codes in the Code Sets window. See: Card Programs Window. the employee can select any natural account value based on the list of values that you define in the GL Account Sets window. and the account assigned to the card code is 6000. If you do not enable this option. you can select the level of notification or approval that you want Workflow to enforce for transactions to which this profile has been assigned. Enable this option. Enable this option if you want to allow employees to change the status of their transactions to "Personal" during verification. then during the Procurement Card Transactions Validation program. Allow Direct Account Entry. which creates a default transaction account of 01-450-5900. • 3-12    Oracle Payables Implementation Guide . Enable this option if you want to allow Self-Service Web Applications users to enter account numbers directly in the Account field during transaction verification. if you want Payables to use the account associated with the card code to overlay the account values from the default employee expense GL account and the profile Default Account Template. • • No Notifications. This value defaults from the credit card program. During verification. Account that exceptions are charged against when the Procurement Card Transactions Validation program executes. Exception Clearing Account. • Employee Notifications.

Total amount allowed to be charged for a card code range during a time unit. Period. and assign a card profile. Enter the range of card codes for which you are recording a restriction. and the allowed amount. To record a restriction for a single card code. the time unit. This region is currently not used by Payables. If you want to restrict the number of credit card transactions during a time unit. Maximum Transactions. You can enter values for your own reference to record restrictions that your card issuer supports. Enter the appropriate day. Maximum Amount. The following fields are required: • Card Program Expense Reports and Credit Cards    3-13 . If you want to restrict the amount a card holder can charge for a card code range during a time unit. enter the card code range. Card Code From/To. You cannot select this time unit for transaction number restrictions. Record the transaction number or amount restriction that indicates one of the following time units which the restriction applies to. Time Unit. enter the card codes that you are restricting. Day. • • • • Transaction. To define a credit card: 1. Number of allowed transactions for a code range during a time unit. Prerequisite • Enter Card Profiles. and enter the time unit and the transaction number. Credit Cards Window Use the Credit Cards window to define the credit cards distributed to your employees. See: Profiles Window. Period between statements from the card issuer. page 3-10. Enter the appropriate month. In the Credit Cards window complete the information for each credit card holder. Enable this option for a card code or card code range to indicate that transactions with the card code or card code range would be rejected by the card issuer.Card Code Region Use the Card Code region to set limits and restrictions on card codes that are used by the credit card. enter the card code value in both fields. Exclusion. Enter an employee name and credit card number. Month.

the credit card account will continue to appear till the transactions are submitted on expense reports. Save your work. see: Credit Cards Window Reference. Employee Number. For detailed information on any field. it will continue to be available on the credit card transactions history pages. 2. Department Name. Payables displays the employee's date of birth. Maiden name of card holder's mother. The card holder's name. Date on which this credit card will no longer be available for use during expenses entry. Name of employee's department or enterprise as it appears on the card.• • • • Card Member Name Card Number Employee Name Profile Name The remaining fields are for your reference only. Expiration date of the credit card. Date of Birth. National Identifier. Mother's Maiden Name. Expiration Date. • Once the credit card is no longer available during expenses entry. Employee Name. then these fields are protected against update: Card Member Name. Inactive On. Employee Name. For identification purposes. National Identifier. Card Member Name. page 3-14. Card Number. Tax Identification Number (TIN) for an employee. Department Name. If the card type of the card program is Supplier. For travel cards programs. This value defaults from the Enter Person window. Card holder's name as it appears in the Enter Person window. The card program you are assigning to the credit card. The number on the credit card. Description of the credit card. Credit Cards Window Reference Card Program. and the Physical Card Issued check box. If transactions are already available for expenses entry. Mother's Maiden Name. Date of Birth. the card profile will continue to appear even when no transactions are available for selection on expense • 3-14    Oracle Payables Implementation Guide . Card Description. as it appears on the credit card.

then the status must be set by the employee to one of the following: Hold. If you want to override the card holder's authorized amount per transaction. Maximum Amount Per Transaction. Maximum Amount Per Period. If ENM is set to Notification Only and Expense Reports and Credit Cards    3-15 . Paper Statement Wanted. Check this option if a physical card has been issued to the employee. In a future release. Moreover. Physical Card Issued. Check this option if the card holder wants to receive a paper statement from the card issuer. This region is for use with Oracle iProcurement only. AP Procurement Card Employee Verification Workflow The AP Procurement Card Employee Verification Workflow is a predefined workflow that you can initiate to notify employees of transactions that have been posted to their credit card accounts. this value will override any amount per transaction restrictions you may have set in the Profiles window. If Employee Verification is required. If you want to override the card holder's authorized credit limit per billing period. Verified. See: Procurement Card Transactions Verification Process. The AP Procurement Card Employee Verification Workflow determines if workflow will notify an employee of transactions created by the employee's credit card. Disputed. In a future release. You can customize this process as necessary to meet your business requirements. even if the transaction date is after the Inactive On date of the card profile. If ENM is set to None or if both notification settings are set to None. You cannot replace this workflow with a new workflow process.reports. You initiate the AP Procurement Card Employee Verification Workflow from the Submit Request window by submitting the Procurement Card Transactions Verification Process. this value will override any amount per period restrictions you may have set in the Profiles window. then the transaction will not be selected because it was already set to Approved or Verified by the successful completion of the Procurement Card Transactions Validation program. The status of a transaction after the successful completion of the AP Procurement Card Employee Verification Workflow is contingent upon the Employee Notification Method (ENM) and Manager Notification Method (MNM) settings in the Profiles window. Supplier Information. Personal. the credit card validation program will not mark travel card transactions as invalid. and it determines if the employee is required to verify the transaction information. enter the authorized maximum amount. Oracle Payables User Guide. enter the maximum authorized amount. This section describes the AP Procurement Card Employee Verification Workflow in detail to give you an understanding of what each activity in this workflow does.

MNM is set to Approval or Notification, then the transaction status is set (once the AP Procurement Card Employee Verification Workflow completes successfully) to Verified. The following table summarizes how the ENM and MNM settings affect the transaction status after the AP Procurement Card Employee Verification Workflow completes successfully:
MNM MNM = None MNM = Approval or Notification ENM = Verification Set by employee Set by employee ENM = Notification Approved Verified

Setting Up the AP Procurement Card Employee Verification Workflow
A predefined sample AP Procurement Card Employee Verification Workflow is included with Oracle Applications. Prerequisites • Select your employee notification method in the Profiles window. See: Profiles Window, page 3-10. Install Oracle Workflow. See: Installing Oracle Applications.

To set up the AP Procurement Card Employee Verification Workflow:
1.

Install and set up Self-Service Web Applications to allow verification of transactions via Self-Service Web Applications. Install the Oracle Workflow Builder client component program. See: Oracle Workflow Client Installation Notes for Oracle Applications. The AP Procurement Card Employee Verification Workflow definition (.wft) file is automatically loaded into the database under the APPS account when you install Self-Service Web Applications. Using the Oracle Workflow Builder program, you can open the AP Procurement Card Employee Verification Workflow definition file by providing the APPS username, password, and database. Show the AP Procurement Card Employee Verification Workflow item type and choose OK. Define the Timeout value for the following activity: • Request Emp To Review Incurred PCard Transactions

2.

3.

4.

5.

Use the Workflow Builder program to Customize the following Procurement Card Transaction Employee Verification Workflow messages:

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• •

Notify Employee of Incurred Procurement Card Transactions Request Emp To Review Incurred PCard Transactions

Procurement Card Transactions Verification Main Process Activities
The Procurement Card Transactions Verification Process consists of four unique process-type activities. The following is a description of each activity listed by the activity's display name. You can create all the components for an activity in the graphical Oracle Workflow Builder except for the functions associated with function activities. All function activities execute PL/SQL stored procedures, which are created and stored in Oracle 9i by your workflow designer/developer. The naming convention for the PL/SQL stored procedures used in the Procurement Card Transactions Verification Process is: AP_WEB_PCARD_WORKFLOW_PKG.<PROCEDURE> AP_WEB_PCARD_WORKFLOW_PKG is the name of the package that groups all of the procedures used by the Procurement Card Transactions Verification Process. <PROCEDURE>represents the name of the procedure. You can view the script that creates the AP_WEB_PCARD_WORKFLOW_PKG package and other Oracle Payables-specific stored procedure packages used by the Procurement Card Transactions Verification Process in the admin/sql subdirectory of the Self-Service Applications for the Web directory structure on your server.

Procurement Card Transactions Verification Parent Process

Start (Node 1) This is a Standard function activity that simply marks the start of the process.
Function

WF_STANDARD.NOOP

Expense Reports and Credit Cards    3-17

Result Type Prerequisite Activities

None None

Pre PCard Transactions Verification Custom Process (Node 2)

You can customize this activity to meet your business needs. If you do not customize this activity, the activity will not affect the Workflow process.
Required Prerequisite Activities

No None

Procurement Card Transactions Verification (Node 3) This process selects employee transactions from the AP_EXPENSE_FEED_DISTS table, if the status of the transaction is Validated and the EMPLOYEE_VERIFICATION_ID column is NULL. The process then checks the Employee Notification method (Notification Only, None, or Verification Required) that you selected in the Profiles window. The process groups transactions on the notification by employee and credit card profile. See: Credit Card Profiles, page 3-10.
Note: This process does not select records in

AP_EXPENSE_FEED_DISTS that have a status of Hold, Disputed, or Personal. You can modify the Pre or Post Procurement Card Transactions Verification Process if you want to select these statuses for employee notification.

The activities in this process are described below. See: Procurement Card Transactions Verification, page 3-20.
Result Type Required

Transactions are categorized. If you do not use this process you must manually change the transaction status from validated to verified. Use either the Verify Open Transactions function in Self-Service Web

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Applications, or the Procurement Card Transactions window in Payables to change the status of transactions from validated to verified.
Prerequisite Activities

None

Post Card Transaction Emp Verification Custom Process (Node 4)

You can customize this activity to meet your business needs. If you do not customize this activity, the activity will not affect the Workflow process.
Required Prerequisite Activities

No None

End (Node 5) This function activity marks the end of the process.
Function Result Type Prerequisite Activities

WF_STANDARD.NOOP None Start

Expense Reports and Credit Cards    3-19

Procurement Card Transactions Verification

Start (Node 1) This is a Standard function activity that simply marks the start of the process.
Function Result Type Prerequisite Activities

WF_STANDARD.NOOP None None

Build PCard Transaction Info For Emp Verification Msg (Node 2) This function activity selects and builds transaction notification information for the employee. This information is sent to the employee if the verification method you selected in the Profiles window was Notification Only or Verification Required.
Function

AP_WEB_PCARD_WORKFLOW_PKG. BUILDEMPVERIFICATIONMESSAGE

Result Type Required

This is required if the verification method you selected in the Profiles window was Notifications Only or Verification Required. Start

Prerequisite Activities

3-20    Oracle Payables Implementation Guide

and Check Employee Notification Method Prerequisite Activities Check That All Transactions Employee Categorized (Node 6) At the end of the Timeout period. or the employee can assign a status to each transaction using the Verify Open Transactions function in Self-Service Web Applications. and Check Employee Notification Method Prerequisite Activities Request Emp To Review Incurred PCard Transactions (Node 5) This notification activity sends a message to the employee requesting verification of the credit card transactions. If all transactions have been categorized. and Verification Required. None. The message itemizes the credit card transactions. Required Yes (if Employee Notification method is Verification Required) Build PCard Transaction Info For Employee Verification Message. If any transactions remain uncategorized by the employee at the end of the Timeout. The employee can either update the transaction status by responding to the message. CHECKEMPVERIFICATIONCOMPLETE Expense Reports and Credit Cards    3-21 . Function AP_WEB_PCARD_WORKFLOW_PKG. Required This is required if the verification method you selected in the Profiles window was Notifications Only.Check Employee Notification Method (Node 3) This function activity checks which verification method you selected in the Profiles window. CHECKEMPNOTIFICATIONMETHOD Returns the Employee Notification Method Yes None Result Type Required Prerequisite Activities Notify Employee of Incurred PCard Transactions (Node 4) This notification activity sends a message to the employee that incurred the credit card charges. The options are: Notification Only. Build PCard Transaction Info For Employee Verification Message. Function AP_WEB_PCARD_WORKFLOW_PKG. this function activity checks the status of each employee transaction. this activity function initiates the Update Transactions From Status Validated to Verified activity function. this activity function initiates the Request Emp To Review Incurred PCard Transactions function activity.

Yes None Result Type Required Prerequisite Activities Auto Approve Verified Transactions Not Req Mgr Approval (Node 8) This function activity is used only if you selected Notifications Only or None as the manager verification method in the Profiles window. AUTOAPPROVERTRANSNOTREQAPRVL Transaction status updated from Verified to Approved. this process updates all uncategorized transaction distribution status from Validated to Verified. Function AP_WEB_PCARD_WORKFLOW_PKG. MARKREMAININGTRANSVERIFIED Transaction status updated from Validated to Verified. Function AP_WEB_PCARD_WORKFLOW_PKG. the system changes the status from Verified to Approved.NOOP None Start 3-22    Oracle Payables Implementation Guide . See: Profiles Window.Result Type Required Prerequisite Activities Yes/No Yes None Update Transactions From Status Validated to Verified (Node 7) This function activity updates the status of uncategorized employee transactions from Validated to Verified. page 3-10. No Transaction status must be Verified. Result Type Required Prerequisite Activities End (Node 9) This function activity marks the end of the process. If an employee responds to a request to verify incurred procurement card transactions by choosing the Automatically Verify Remaining and Continue button in the message. Function Result Type Prerequisite Activities WF_STANDARD. For any verified transactions not requiring manager approval.

You initiate submit the AP Procurement Card Manager Approval Transaction workflow from the Submit Request window by submitting the Procurement Card Transactions Approval Process. then the status of a Verified transaction is automatically set to Approved. The AP Procurement Card Manager Approval Transaction workflow determines if workflow will notify a manager of transactions created by the manager's employee's credit card. Employees verify credit card transactions.AP Procurement Card Manager Approval Transaction Workflow The AP Procurement Card Manager Approval Transaction workflow is a predefined workflow that you can initiate to notify managers of transactions incurred by their direct reports. the Procurement Card Transactions Validation program automatically sets • • Expense Reports and Credit Cards    3-23 . then the manager sets the transaction status to either Approved or Rejected. See: Profiles Window. See: Procurement Card Transactions Approval Process. The following table summarizes how the ENM and MNM settings affect the transaction status after the AP Procurement Card Manager Approval Transaction workflow completes: MNM ENM = None ENM = Verification or Notification Approved Set by the manager MNM = None or Notification MNM = Approval Approved Set by the manager Setting up the AP Procurement Card Manager Approval Transaction Workflow Prerequisites • Select the manager notification method in the Profiles window. Verification can occur during the AP Procurement Card Employee Verification Workflow. The status of a transaction after the successful completion of the AP Procurement Card Manager Approval Transaction workflow is contingent upon the Employee Notification Method (ENM) and Manager Notification Method (MNM) settings in the Profiles window. Oracle Payables User Guide. page 3-10. If Manager Approval is required. and it determines if the manager must approve the transactions. the Employee Notification Method is Notification Only or Verification Required. If at the Credit Card Profile level. If at the Credit Card Profile level the Employee Notification Method is None. See: Installing Oracle Applications. Install and configure Oracle Workflow. If MNM is set to None or Notification Only.

4. you can open the AP Procurement Card Manager Approval Transaction workflow definition file by providing the APPS username. 8. Install the Oracle Workflow Builder client component program. To set up the AP Procurement Card Manager Approval Transaction Workflow: 1.the status to Verified. 3. 3-24    Oracle Payables Implementation Guide .wft) file is automatically loaded into the database under the APPS account when you install Self-Service Web Applications. 6. and database. password. 5. See: Oracle Workflow Client Installation Notes for Oracle Applications. Set Workflow Timeout Activities: Request Mgr Approval of Emp Incurred PCard Transactions (Optional but recommended) Customize Workflow Messages: Notify Mgr of PCard Trxns Incurred By Direct Reports Request Mgr Approval Of Emp Incurred PCard Transactions Inform Emp That Manager Has Rejected PCard Transaction 2. 7. Using the Oracle Workflow Builder program. The AP Procurement Card Manager Approval Transaction workflow definition (. Show the AP Procurement Card Manager Approval Transaction workflow item type and choose OK.

Function Result Type Prerequisite Activities WF_STANDARD.Procurement Card Transactions Approval Parent Process Start (Node 1) This is a Standard function activity that simply marks the start of the process.NOOP None None Pre PCard Transaction Mgr Approval Custom Process (Node 2) This activity is provided for you to customize to meet your business needs. Function N/A Expense Reports and Credit Cards    3-25 . If you do not customize this activity. the activity will not affect the Workflow process.

page 3-30. You can modify the Pre or Post Procurement Card Transaction Manager Approval Process if you want to select these statuses for manager notification. None. Required Prerequisite Activities Yes None 3-26    Oracle Payables Implementation Guide . See: Manager Rejection of Procurement Card Transaction Process. Disputed. No None Procurement Card Transactions Approval Process (Node 3) This process selects and builds manager transaction information in accordance with the verification method you selected: Notification Only. See: Procurement Card Transactions Approval Process. Approval Required). This process selects transactions for a direct manager's employees from AP_EXPENSE_FEED_DISTS where the status is Verified and the MANAGER_APPROVAL_ID column in NULL. If the Notification Method is Notification Only. See: Profiles Window. Notification Only. page 3-10. transactions are grouped in notifications based on a single direct report for a manager and the credit card profile. page 3-28. If the Notification Method is Approval Required. Note: This process does not select records in AP_EXPENSE_FEED_DISTS that have a status of Hold. The activities in this process are described below. The process then checks the Manager Notification Method you selected in the Profiles Window (None. transactions are grouped in notifications based on the direct reports of a manager and the credit card profile.Result Type Required Prerequisite Activities None if not customized. or Approval Required. or Personal.

Required Prerequisite Activities No None End (Nodes 6 and 7) This function activity marks the end of the process.NOOP None Start Expense Reports and Credit Cards    3-27 . If you do not customize this activity. the activity will not affect the Workflow process. Function Result Type Required Prerequisite Activities N/A None if not customized. No Procurement Card Transactions Approval Process Manager Rejection of PCard Transactions Process (Node 5) This process sets transaction statuses to Rejected and notifies the employee card holder that their manager has rejected their transactions. page 3-30.Post PCard Transaction Mgr Approval Custom Process (Node 4) This activity is provided for you to customize to meet your business needs. Function Result Type Prerequisite Activities WF_STANDARD. See: Manager Rejection of Procurement Card Transactions Process.

BUILDMANAGERAPPROVALMESSAGE N/A Required if the verification method you selected was Notifications Only or Approval Required. None Result Type Required Prerequisite Activities 3-28    Oracle Payables Implementation Guide .Procurement Card Transactions Approval Process Start (Node 1) This is a Standard function activity that simply marks the start of the process. Function AP_WEB_PCARD_WORKFLOW_PKG.NOOP None None Build PCard Transactions Info For Mgr Approval Msg (Node 2) This activity prepares credit card transactions that have a status of Verified for use in the manager approval or manager notification message. Function Result Type Prerequisite Activities WF_STANDARD.

See: Profiles Window. The managers do not respond to this message. and Check Manager Approval Method Mark All Transactions As Approved (Node 5) If a manager responds to a request for transactions approval by indicating that transactions are approved. None Result Type Required Prerequisite Activities Request Mgr Approval Of Emp Incurred PCard Transactions (Node 6) For transactions for which the Manager Notification Method is Approval Required. or another acceptable status before they can be transferred to the Payables Open Interface tables. you must change the status of transactions to Approved. this activity sends a message to managers informing them of credit card transactions for Expense Reports and Credit Cards    3-29 .Check Manager Approval Method (Node 3) This activity checks the manager verification method you selected in the Profiles window. this activity changes the status of transactions on the notification to Approved. Function AP_WEB_PCARD_WORKFLOW_PKG. this activity sends a message to managers informing them of credit card transactions for which their direct reports are responsible. If you do not perform this activity. Required Prerequisite Activities Yes (if Manager Notification method is Notification Only Build PCard Transaction Info For Manager Approval Message. page 3-10. The verification method you selected determines whether to notify the manager. CHECKMANAGER APPROVALMETHOD Returns Manager Notification method Yes None Result Type Required Prerequisite Activities Notify Mgr of PCard Trxns Incurred By Direct Reports (Node 4) For transactions for which the Manager Notification Method is Notification Only. MARKTRANSACTIONSASAPPROVED Changes transaction status from Verified to Approved. Function AP_WEB_PCARD_WORKFLOW_PKG. or if approval is required.

NOOP None Start Manager Rejection of Procurement Card Transactions Process Start (Node 1) This is a Standard function activity that simply marks the start of the process.which their direct reports are responsible. Function Result Type Prerequisite Activities WF_STANDARD. and Check Manager Approval Method End (Nodes 7 and 8) This function activity marks the end of the process.NOOP None None Mark All Transactions As Rejected (Node 2) If a manager responds to a request for transaction approval by indicating that transactions are rejected. this activity marks all transactions from the notification as Rejected. Required Prerequisite Activities Yes (if Manager Notification method is Approval Required) Build PCard Transaction Info For Mgr Approval Msg. Managers can approve or reject transactions. 3-30    Oracle Payables Implementation Guide . and it requests approval for the transactions. Function Result Type Prerequisite Activities WF_STANDARD.

modify the region item Long Expense Reports and Credit Cards    3-31 . To modify prompt names. you can configure the content of the Web pages for these card functions using the Web Applications Dictionary tool. Prerequisites • • Install Oracle Self-Service Applications for the Web. Web Applications Dictionary is a module of Oracle Applications. If you do not perform this activity. Required Prerequisite Activities No None End (Node 4) This function activity marks the end of the process. Web Page Prompts The following table describes Regions in Web Application Dictionary that you can use to modify the field prompt names for Web pages that are displayed using functions of the Credit Cards responsibility.Function AP_WEB_PCARD_WORKFLOW_PKG.NOOP None Start Configuring Procurement Card Web Pages Using Web Application Dictionary If your employees use the Credit Cards responsibility of Self-Service Web Applications to verify open procurement card transactions and to view a procurement card transaction history. Function Result Type Prerequisite Activities WF_STANDARD. MARKTRANSACTIONSASREJECTED Changes transaction status from Verified to Rejected. None Result Type Required Prerequisite Activities Inform Emp That Mgr Has Rejected PCard Transaction (Node 3) This notification activity sends a message to an employee card holder that the card holder's manager has rejected the card holder's transactions. you must change the status of transactions to Rejected. Install Web Applications Dictionary.

AP_EXP_FEED_DISTS_HIST Related Topics Procurement Card Management. Oracle Configurator. Product Configurator. Payables uses data in this table to confirm transactions with your employees and managers. you submit the Create Procurement Card Issuer Invoice program to import the data into the Payables Open Interface tables and optionally summarize the data by GL Account (CCID). Web Application Dictionary Region ID AP_WEB_CARD_EMP_VERIFY Description The Employee Credit Card Transaction Verification page of the Verify Open Credit Card Transactions function. You can then submit the Payables Open Interface Import Program to create invoices from the data. After employees and managers have verified and approved the transactions. and Object Navigator. View Transaction History The following table describes Regions in Web Application Dictionary that you can update to customize how search results are displayed for the View Transaction History function of the Credit Cards responsibility. what column labels to display.Label in the Region Items window. When you submit the Procurement Card Transactions Validation program for records where the CREATE_DISTRIBUTION_FLAG is Y. 3-32    Oracle Payables Implementation Guide . Payables uses the data in the AP_EXPENSE_FEED_LINES_ALL table to create distributions with proper accounts in the AP_EXPENSE_FEED_DISTS table. Update the region items for the region to control what columns to display. Oracle Payables User Guide Web Applications Dictionary. and Object Navigator Payables Procurement Card Transactions Interface Table Use the Procurement Card Transactions Interface Table to load transaction data from your procurement card issuers into your Payables system. and whether a column should be a search attribute. the order in which columns are displayed. Results page 1 of the View Credit Card Transaction History function. Web Application Dictionary Region ID AP_EXP_FEED_DISTS_OPEN Description Results page 1 of the Verify Open Transactions function.

Do this to avoid generating an exception (DUPLICATE REFERENCE) when running Procurement Card Transactions Validation. you may want to populate ORG_ID when you load the Payables Procurement Card Transactions Interface table. When you initiate the Procurement Card Transactions Validation program. The interface table is organized by columns that Payables uses to categorize and store specific transaction information. Important: If you are running Payables in a multi-org environment. Using SQL*Loader to Populate the Payables Open Interface Tables You can create a SQL*Loader program that produces a flat file containing the invoice or Expense Reports and Credit Cards    3-33 . NULL Columns Such columns in the interface table need not have a value. then load all records associated with a single procurement card transaction as one record in the AP_EXPENSE_FEED_LINES_ALL table. This table provides many columns for detailed item-level information as well as 30 descriptive flexfield attribute columns. Optional Columns You can use some columns in the interface table to import additional procurement card transaction data. NOT NULL Columns You must enter values for all NOT NULL columns in the interface table to successfully save your credit card transaction data in the interface table. the record will be rejected during validation. there are columns in the interface table that require a value for import. Conditionally Required Columns Payables requires you to enter values in a conditionally required column only if you have entered a value in another column on which the column is dependent. Understanding the Payables Procurement Card Transactions Interface Table Use SQL*Loader to load procurement card transaction information into the AP_EXPENSE_FEED_LINES interface table.If your procurement card supplier provides multiple records for a single transaction (detailed item level information). If you do not enter a valid value in a Required field. the import program validates all required transaction data in these tables. Required Columns In addition to the NOT NULL columns.

you must populate the following required columns in AP_SUPPLIERS_INT: • • VENDOR_INTERFACE_ID VENDOR_NAME 3-34    Oracle Payables Implementation Guide . refer to Payables Open Interface Tables. Make certain that you specify a Source type lookup exactly as you entered it in the Oracle Payables Lookups window. include information to populate the following columns in AP_INVOICES_INTERFACE: • • EXCHANGE_RATE_TYPE EXCHANGE_RATE (if you use User-defined rate type) If this exchange rate information is the same for all invoices and invoice distributions you import. Finally.supplier details you want to bring into Payables. include the following values to populate the columns in the AP_INVOICE_LINES_INTERFACE: • • • INVOICE_ID LINE_TYPE_LOOKUP_CODE AMOUNT In addition. For each invoice line. you can include this information in your SQL*Loader control file. ensure that your invoice flat file has the appropriate information to populate AP_INVOICES_INTERFACE and AP_INVOICE_LINES_INTERFACE as indicated in the preceding table descriptions. you must populate the following required columns in AP_INVOICES_INTERFACE: • • • • INVOICE_ID INVOICE_NUM INVOICE_AMOUNT SOURCE. For each supplier record. To use SQL*Loader to populate the Payables Open Interface tables: 1. VENDOR_SITE_ID. you may leave the column empty. VENDOR_NUM. For each invoice. or PO_NUMBER. for each record. Oracle Payables Reference Guide. In addition. If a value is not required for a column. For detailed information on the tables. if you are importing foreign currency invoices. instead of entering it separately for each invoice. the program should identify the supplier by providing a value for at least one of the following columns: VENDOR_ID.

Oracle provides loader programs for Expense Reports and Credit Cards    3-35 . you can hard code the value for DEFAULT_CURRENCY_CODE in AP_INVOICES_INTERFACE and CURRENCY_CODE in AP_INVOICE_LINES_INTERFACE in your control file. See also: SQL*Loader in your Oracle Server documentation. 4. Create a SQL*Loader control file. If all your invoices are in the same currency. 3. you must populate the following required columns in AP_SUPPLIER_SITES_INT: • • • VENDOR_INTERFACE_ID or VENDOR_ID VENDOR_SITE_CODE ORG_ID and/or OPERATING_UNIT_NAME For each supplier site contact record. For more information see your Oracle server documentation. and your Payables SQL*Plus username and password as the database sign on. Read the SQL*Loader documentation to learn how to write a SQL*Loader control file.For each supplier site record. your invoice or supplier flat file as the SQL*Loader input file. use the Open Interface Invoices window to review and edit the data in the Payables Open Interface tables. you must populate the following required columns in AP_SUP_SITE_CONTACT_INT: • VENDOR_SITE_ID or VENDOR_SITE_CODE and ORG_ID and/or OPERATING_UNIT_NAME. Your control file must populate the open interface tables as indicated in the previous table descriptions. Credit Card Management Credit Card Transaction Loader Programs Use the credit card transaction loader programs to import credit card transaction data into the AP_CREDIT_CARD_TRXNS_ALL table. The file you write will vary greatly depending on the nature and format of the invoice or supplier flat file you use. Use the SQL*Loader program you created to load your invoice or supplier information from your flat file into the interface tables. Code your control file to populate the SOURCE column in AP_INVOICES_INTERFACE with the Source code exactly as you defined it in the Oracle Payables Lookups window. LAST_NAME • 2. For invoice information. Indicate your control file as the SQL*Loader control file.

0 US Bank Visa format Bank of America Visa TS2 format For other credit card data file formats. This is necessary if a credit card transaction is represented by more than one record. 3-36    Oracle Payables Implementation Guide . If you are using one of the combined load and validate programs. Visa and MasterCard data files may require preformatting before you can load them into the AP_CREDIT_CARD_TRXNS_ALL table. versions 2. employees can enter these credit card transactions on expense reports. Credit Card Transactions Loader Preformat Due to SQL*Loader constraints. See: Submitting Standard Reports.these credit card transaction data file formats: • • • • • American Express KR-1025 format Diner's Club Standard Data File format MasterCard Common Data Format. you run the Credit Card Transaction Validation program to validate your data. for example. Oracle Payables User's Guide. After you successfully run this program. Oracle Payables User Guide. Once validated. In this case.0 and 3. review the data files you receive from your card provider to determine if preformatting is necessary. Programs. with each record having a specific meaning. See: Credit Card Transaction Validation Program. Use the Credit Card Transactions Loader Preformat program to convert Visa and MasterCard transaction data into the correct format. see: Establishing Corporate Credit Cards. After loading credit card transaction data into the AP_CREDIT_CARD_TRXNS_ALL table. Important: Other steps are required to successfully load and validate credit card transactions data for use in expense reports. by using SQL*Loader. For more information about using credit card transaction data. If you customize the loader process for Visa or MasterCard. Oracle Internet Expenses Implementation and Administration Guide. then you do not need to run the Credit Card Transactions Loader Preformat program because these programs do not use SQL*Loader. and Listings. you must define a method to load the transactions into the database. You submit the Credit Card Transactions Loader Preformat program from the Submit Request window. you can run the applicable loader program or your customized loader program for your credit card data. you must run the preformat program to create a single record for each transaction.

See: Credit Card Transaction Loader Preformat. Programs. After loading US Bank Visa credit card transaction data into the AP_CREDIT_CARD_TRXNS_ALL table. You submit the Bank of America Visa Card Transaction Loader program from the Expense Reports and Credit Cards    3-37 . See: Submitting Standard Reports. page 3-36. Output Data File. Name of the credit card data that you are preformatting. run the Credit Card Transaction Validation program to validate your data. US Bank Visa Transaction Loader Use the US Bank Visa Transaction Loader program to import US Bank Visa credit card transaction data into the AP_CREDIT_CARD_TRXNS_ALL table. Oracle Payables User Guide. Bank of America Visa Transaction Loader Use the Bank of America Visa Transaction Loader program to import Bank of America Visa credit card transaction data into the AP_CREDIT_CARD_TRXNS_ALL table. Prerequisite • Submit the Credit Card Transaction Loader Preformat program for your US Bank Visa data. Selected Program Parameters Data File. Oracle Payables User Guide. See: Credit Card Transaction Validation Program. Card Brand. After loading Bank of America Visa credit card transaction data into the AP_CREDIT_CARD_TRXNS_ALL table.Selected Program Parameters Input Data File. and Listings. You submit the US Bank Visa Card Transaction Loader program from the Submit Request window. You must run the Credit Card Transaction Loader Preformat program on this data before you can run the Bank of America Visa Transaction Loader. Oracle Payables User Guide. run the Credit Card Transaction Validation program to validate your data. Storage location for the output from the Credit Card Transaction Loader Preformat program. See: Credit Card Transaction Validation Program. Storage location for the credit card transaction files received from the card issuer. Storage location for the output from the Credit Card Transaction Loader Preformat program for your US Bank Visa data. You must run the Credit Card Transaction Loader Preformat program on this data before you can run the US Bank Visa Transaction Loader.

and Listings. See: Credit Card Transaction Validation Program. run the Credit Card Transaction Validation program to validate your data. See: Submitting Standard Reports. Oracle Payables User Guide. Programs. Storage location for the output from the Credit Card Transaction Loader Preformat program for your Bank of America Visa data. Selected Program Parameters Data File. Oracle Payables User Guide. You submit the Diner's Club Transaction Loader program from the Submit Request window. Oracle Payables User Guide. Storage location for the Diner's Club credit card transaction file received from your card issuer.Submit Request window. After loading American Express credit card transaction data into the AP_CREDIT_CARD_TRXNS_ALL table. Prerequisite • Submit the Credit Card Transaction Loader Preformat program for your Bank of America Visa data. See: Credit Card Transaction Loader Preformat. Oracle Payables User Guide. and Listings. American Express Transaction Loader Use the American Express Transaction Loader program to import American Express credit card transaction data acquired from your card issuer into the AP_CREDIT_CARD_TRXNS_ALL table. Selected Program Parameters Data File. run the Credit Card Transaction Validation program to validate your data. Programs. 3-38    Oracle Payables Implementation Guide . Programs. See: Credit Card Transaction Validation Program. Diner's Club Transaction Loader Use the Diner's Club Transaction Loader program to import Diner's Club credit card transaction data acquired from your card issuer into the AP_CREDIT_CARD_TRXNS_ALL table. See: Submitting Standard Reports. Oracle Payables User Guide. You submit the American Express Transaction Loader program from the Submit Request window. Selected Program Parameters Data File. Storage location for the American Express credit card transaction file received from your card issuer. See: Submitting Standard Reports. After loading Diner's Club credit card transaction data into the AP_CREDIT_CARD_TRXNS_ALL table. page 3-36. and Listings.

Oracle Payables User Guide. See: Submitting Standard Reports. If you have written your own SQL*Loader program to upload credit card transactions. version 2.0 Visa VCF4 format US Bank Visa format Because the loader and validation occur within the same request. Once validated. MasterCard CDF and MasterCard CDF3 Transaction Loader and Validation Programs Use the MasterCard CDF Transaction Loader and Validation program to import MasterCard Common Data Format.Credit Card Transaction Loader and Validation Programs Use the credit card transaction loader and validation programs to both import credit card transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validate this transaction data in a single step. validation is limited to the transactions uploaded in the request. Programs. you can validate these transactions using the Credit Card Transaction Validation program.0 transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validate this transaction data. versions 2. Important: To use the credit card transaction loader and validation programs. Oracle provides transaction loader and validation programs for these credit card providers: • • • • • American Express KR-1025 format Diner's Club Standard Data File format MasterCard Common Data Format. Oracle Payables User Guide Selected Program Parameters Card Program Name. See: Credit Card Transaction Validation Program.0 and 3. version 3. You submit either the MasterCard CDF Transaction Loader and Validation program or the MasterCard CDF3 Transaction Loader and Validation program from the Submit Request window. employees can enter these credit card transactions on expense reports. Once validated. employees can enter these MasterCard transactions on expense reports. you must have installed the appropriate version of Oracle Internet Expenses. and Listings. Use the MasterCard CDF3 Transaction Loader and Validation program to import MasterCard Common Data Format.0 transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validate this transaction data. The name of the MasterCard card program for which you want to Expense Reports and Credit Cards    3-39 .

Once validated. You submit the Visa VCF 3/4 Transaction Loader and Validation program from the Submit Request window. and Listings. Data File. See: Submitting Standard Reports. Data File. Diner's Club Transaction Loader and Validation Program Use the Diner's Club Transaction Loader and Validation program to import Diner's 3-40    Oracle Payables Implementation Guide . The name of the US Bank Visa card program for which you want to validate credit card transaction data. Name of the data file received from your card issuer that contains the MasterCard credit card transaction data. Once validated. Programs. Data File.validate credit card transaction data. US Bank Visa Transaction Loader and Validation Program Use the US Bank Visa Transaction Loader and Validation program to import US Bank Visa transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validate this transaction data. The name of the Visa VCF3 or VCF4 card program for which you want to validate credit card transaction data. You submit the US Bank Visa Transaction Loader and Validation program from the Submit Request window. See: Submitting Standard Reports. Programs. employees can enter these Visa VCF3 and VCF4 transactions on expense reports. Oracle Payables User Guide Selected Program Parameters Card Program Name. Visa VCF 3/4 Transaction Loader and Validation Program Use the Visa VCF 3/4 Transaction Loader and Validation program to import Visa transaction data in VCF3 and VCF4 format into the AP_CREDIT_CARD_TRXNS_ALL table and validate this transaction data. Name of the data file received from your card issuer that contains the US Bank Visa credit card transaction data. Oracle Payables User Guide Selected Program Parameters Card Program Name. Name of the data file received from your card issuer that contains the Visa VCF3 or VCF4 credit card transaction data. and Listings. employees can enter these US Bank Visa transactions on expense reports.

Oracle Internet Expenses Implementation and Administration Guide for more information. and Listings. See: Submitting Standard Reports. If you have set up American Express card programs for credit card data download. employees can enter these Diner's Club transactions on expense reports. Name of the data file received from your card issuer that contains the Diner's Club credit card transaction data. You submit the American Express Transaction Loader and Validation program from the Submit Request window. Name of the data file received from your card issuer that contains the American Express credit card transaction data. Once validated. Expense Reports and Credit Cards    3-41 . you can also use the American Express Transaction Loader and Validation program to download credit card transaction data files from the American Express server. Oracle Payables User Guide Selected Program Parameters Card Program Name. Oracle Payables User Guide Selected Program Parameters Card Program Name. The name of the American Express card program for which you want to validate credit card transaction data or download transaction data. Programs. then leave this field blank to initiate the download. Programs.Club transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validate this transaction data. Oracle Internet Expenses Implementation and Administration Guide for more information. American Express Transaction Loader and Validation Program Use the American Express Transaction Loader and Validation program to import American Express transaction data into the AP_CREDIT_CARD_TRXNS_ALL table and validate this transaction data. See: Submitting Standard Reports. See: Setting Up Credit Card Data File Download. Data File. Once validated. The name of the Diner's Club card program for which you want to validate credit card transaction data. If you have completed the setup in Internet Expenses to download transaction data from the American Express server. You submit the Diner's Club Transaction Loader and Validation program from the Submit Request window. Data File. employees can enter these American Express transactions on expense reports. and Listings. See: Setting Up Credit Card Data File Download.

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you need to select some additional options in Oracle Payables. If you will relieve liability at payment maturity. then define the bills payable accounts as asset accounts. This way the trial balance accurately reflects your liabilities. Attention: If you will relieve liability for bills payable at payment issue. define one or more bills payable accounts. The following table lists the steps required to set up Oracle Payables for bills payable: Setup Steps for Bills Payable Step Number Window Name Option or Field Name N/A Description Step 1 Oracle General Ledger (multiple windows) In Oracle General Ledger. then define the accounts as liability accounts. Payments    4-1 .4 Payments Setting Up Your System for Bills Payable When you use bills payable.

(Optional) For each supplier that uses bills payable. Accounting Option tab Future Dated Payment Account Source region. This option determines which bills payable account Oracle Payables uses to record the bills payable: Supplier Site or Payment Document. Step 3 Payables Options. (Optional) In the Accounting region of the Supplier Sites window. but does not affect any existing supplier sites. See: Accounting Region of the Suppliers and Supplier Sites windows . See: Payment Payables Options. change the bills payable account value for the supplier. page 1-66. Set the following Oracle Payables option if you use accrual basis accounting. you can change the account value for bill payable. This value defaults to all new supplier sites. Accounting tab This bills payable account value defaults to any new suppliers or bank accounts you enter.Step Number Window Name Option or Field Name Future Dated Payment field Description Step 2 Financials Options. Bills Payable subtab Bills Payable field 4-2    Oracle Payables Implementation Guide . From Payment Document radio button or From Supplier Site radio button Step 4 Supplier Sites.

Step 6 Create Payment Process Profile Bills Payable check box Payments    4-3 . See: Step 7. define a payment method for bills payable as follows: Select the Use Payment Method to Issue Bills Payable check box to indicate that the payment method is to be used to issue bills payable. Setting Up Payment Process Profiles. Maturity Date Calculation field. Setting Up Funds Disbursemenet Payment Methods. In the Maturity Date Calculation field. Oracle Payments Implementation Guide. See: Step 12. select the Bills Payable check box in the Group Payments By region to ensure that a payment instruction contains only bills payable. In Oracle Payments. Oracle Payments Implementation Guide. specify the number of days to add to the payment date to determine the maturity date.Step Number Window Name Option or Field Name Use Payment Method to Issue Bills Payable check box. Description Step 5 Create Payment Method: General In Oracle Payments.

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Oracle General Ledger Implementation Guide. Enter Daily Exchange Rates. page 1-49. See: Defining Conversion Rate Types. Choose your ledger currency in the ledger window. • • Enable the Use Multiple Currency Payables option. Oracle General Ledger User's Guide. (optional) Define a default Exchange Rate Type which defaults to all foreign currency invoices. Oracle General Ledger User's Guide. Enable the Require Exchange Rate Entry Payables option for foreign currency invoice entry.5 Foreign Currency Foreign Currency Transactions System Setup for Multiple Currency • In the Currencies window. Define your Payables options in the Payables Options window. Oracle General Ledger User's • • Foreign Currency    5-1 . (optional) • • • • • Define the Realized Gain/Loss Accounts and Rounding Accounts when you define Financials Options or during bank setup. See: Entering Daily Rates. See: Payables Options. See: Defining Ledgers. Define Conversion Rate Types. (optional) Enable the Calculate User Exchange Rate Payables option for foreign currency invoice entry. enable the foreign currencies you want to use. See: Currencies Window.

See Defining Banks. 5-2    Oracle Payables Implementation Guide . Oracle Cash Management User Guide.Guide (optional) • Define foreign currency bank accounts and payment documents.

Account Use Multiple Currencies.None . Taxes. Automatic Withholding Tax. Encumbrance Accounting. Payables Option. Discounts. These features include: Multiple Ledgers. Oracle Payables User's Guide Values . Payables Option. page 1-58 .Disabled Accounting    6-1 .Enabled . Matching to purchase orders or receipts. Interest Invoices. How Payables Setup Controls Accounting Entries The types of accounting entries that are created for Payables accounting events are based on the Payables Options listed in the following table: Option or Field Name Automatic Offset Method. and Oracle Projects integration. Accounting.Balancing . Currency.6 Accounting This chapter covers the following topics: • • • How Feature Setup Affects What Details Are Recorded for Accounting Events How Payables Setup Controls Accounting Entries Subledger Accounting Setup in Payables How Feature Setup Affects What Details Are Recorded for Accounting Events The setup of different features that you use affects what kind of details are recorded for accounting events in Payables.

Period End) See: Receipt Accrual.Option or Field Name Account for Payment.Prorate Tax . Oracle Payables User Guide. Accounting.Prorate Expense . Accounting. Payables Options. page 1-56 The following Oracle Purchasing option also affects accounting: • Receipt Accrual (On Receipt.For Total Payment . Accounting. When Payment Clears 6-2    Oracle Payables Implementation Guide . page 1-67 • When Payment is Issued • • • Enabled Disabled When Payment Clears • • Enabled Disabled Calculate Gain/Loss. page 1-67 Values • When Payment is Issued • • • Enabled Disabled When Payment Clears • • Enabled Disabled Account for Gain/Loss. Accounting. Payables Option. Payables Option. Payables Option.System Account Discount Method.For Each Invoice . page 1-67 . The following are examples of how these system options control the accounting entries that are created for accounting events: • You can account for reconciliation accounting events only if you reconcile payments in Oracle Cash Management and the Account for Payment.

Oracle Subledger Accounting Implementation Guide 2. Oracle Payables User Guide Subledger Accounting Setup in Payables You can optionally define your own accounting rules in Subledger Accounting to create accounting that meets your business requirements. You use sources to provide information from transactions to Subledger Accounting. Oracle Payables User Guide Budgetary Control In Payables. Define custom sources.Accounting Payables Option is enabled. Oracle Payables User Guide Encumbrance Entries in Payables. • The combination of the accounting method. page 1-49 Reconciling Payments with Oracle Cash Management. Journal line types determine the characteristics of subledger journal entry lines. See: Custom Sources. Refer to documentation on each option to see how it affects the way Payables creates accounting entries. you use the Accounting Methods Builder (AMB) to define the way subledger transactions are accounted. 1. Accounting    6-3 . page 1-42 Defining Financials Options. Oracle Subledger Accounting Implementation Guide. page 1-35 Payables Options. To do this. page 1-67. and analytical requirements. which is specified in Oracle Subledger Accounting. regulatory. Related Topics Accounting Methods. See: Accounting Methods Builder (AMB) Overview. Sources are pieces of information that Subledger Accounting uses to determine how to create accounting for an accounting event. but you can optionally define custom sources to extend the list of sources available to application accounting definitions. In Subledger Accounting. Define journal line types. Payables predefines a comprehensive set of sources. These definitions define the journal entries that enable an organization to meet specific fiscal. Oracle Payables User Guide Accounting for Interest Invoices. you create and modify subledger journal line setups and application accounting definitions. These definitions are then grouped into subledger accounting methods and assigned collectively to a ledger. and the Account for Payment and Account for Gain/Loss Accounting Payables Options control which accounting entries are created for gains and losses: See: Account for Gain/Loss.

Define journal entry descriptions. These sets can be shared across application accounting definitions. Account derivation rules determine the accounting for subledger journal entries. or encumbrance entries. journal entry descriptions. Journal lines definitions let you create sets of line assignments (journal line types. whether matching lines are merged. Oracle Subledger Accounting Implementation Guide An event class represents a category of business events for a particular transaction type or document. whether the line is a debit or a credit. Mapping sets associate a specific output value for an account or account segment. Oracle Subledger Accounting Implementation Guide 4. Journal entry descriptions determine both the content and sequence in which the elements of a description appear on a subledger journal header and line. 7. Define account derivation rules. Oracle Payables User's Guide. Assign journal entry description headers and lines in the Applications Accounting Definition window. a specific value can be assigned to a single segment or to the entire account. Define journal lines definitions. See: Defining Journal Line Types. Oracle Subledger Accounting Implementation Guide 3. You can multiple journal lines definitions to an event class or event type. Payables does not provide any predefined journal entry descriptions. See: Payables Accounting Events. You use mapping sets when you set up account derivation rules. Oracle Subledger Accounting Implementation Guide 6.these characteristics include whether the line is used to create actual. You can build descriptions using any of the sources for Payables. See: Account Derivation Rules. An event type represents a business operation that you can perform for an event class. An application accounting definition is a collection of components or rules that determine how Subledger Accounting processes accounting events to create 6-4    Oracle Payables Implementation Guide . and whether data is transferred to the general ledger in summary or detail form. See: Journal Lines Definitions. Oracle Subledger Accounting Implementation Guide 5. budget. See: Mapping Sets. and account derivation rules) for an event class or event type. Based on the input value. Define application accounting definitions. You can optionally define your own journal entry descriptions. See: Defining Journal Entry Descriptions. Define mapping sets.

See: Application Accounting Definitions. Each event class and event type assignment consists of a header assignment and one or more journal lines definition assignments. A header assignment includes a journal entry descriptions and journal lines definition. See: Using Accounting Setup Manager in the Oracle Financials Implementation Guide. You can also indicate whether to create accounting for a particular event class or event type. Related Topics Oracle Subledger Accounting Implementation Guide Accounting    6-5 . Assign each subledger method to a ledger using the Accounting Setup Manager. Oracle Subledger Accounting Implementation Guide 9. Assign newly defined application accounting definitions to a subledger accounting method in the Subledger Accounting Methods window. A subledger accounting method is a grouping of application accounting definitions that comply with a common set of accounting requirements. Define subledger accounting method.subledger and general ledger journal entries. See: Subledger Accounting Methods. Oracle Subledger Accounting Implementation Guide 8.

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See: Invoice Payables Options. perform the following steps: 1. enable the Allow Interest Invoices check box. specify data for four parameters and select the Automatically Transmit File check box. see the Specifying Positive Pay Information section within Step 12. To set up positive pay. In the Positive Pay region. 2. Setting Up Payment Process Profiles. Automatic Interest Prompt Payment Support To set up Payables to automatically create interest invoices for a supplier site: 1. (Optional) Enable the Prorate Across Overdue Invoice check box. page 1-61. For more information on setting up positive pay. and enter the Minimum Interest Amount. Other Topics    7-1 . Oracle Payments Implementation Guide. In the Interest region of the Payables Options window. Navigate to the Update Payment Process Profile page in Oracle Payments. the Liability account. In the Payables Options window enable the Recalculate Scheduled Payment option if you want Payables to automatically recalculate scheduled payment due dates.7 Other Topics Positive Pay Setup Setting Up Positive Pay A positive pay file is a security measure in the form of a document that the deploying company sends to its payment system or bank to inform it of payments made by check. 2. enter the Expense account.

changing this option can result in serious accounting irregularities in the following circumstance: If you make a partial payment and then adjust the invoice (for example. page 1-94. page 1-51. Payables retains all segments but the distribution's account segment when it builds an offsetting account. Enabling Automatic Offsets If you enable Automatic Offsets. Important: Carefully consider this option before setting it. Ensure that appropriate suppliers have the Allow Interest Invoices check box enabled. See: Oracle Cash Management User Guide. Optionally create a remittance advice format you want to use when you pay interest invoices. Balancing. • Account. see: Automatic Offsets. In the Accounting region of the Payables Options window. Further. and if you change the setting of this option between the time the original invoice is accounted and the final payment.discount dates. See: Interest Rates. Changing your automatic offset setting after the system records accounting information can result in slow performance of the Payables Accounting Process. 3. 4. Oracle Payables User Guide. Payables retains only the distribution's balancing segment when it • 7-2    Oracle Payables Implementation Guide . See: Matching Payables Options. Set up the interest rates that Payables will use to calculate interest on overdue invoices. See: Payment Region of the Suppliers and Supplier Sites windows. and discount amounts during Invoice Validation. add a distribution). To enable Automatic Offsets: 1. For a full account of its impact. Use this option if you want all of your accounts to preserve the same level of distribution detail. and assign it to a payment program. Automatic Offsets is a powerful feature that greatly affects processing throughout Payables. page 1-65. 5. choose Account or Balancing as your Automatic Offset Method. Oracle Payables User Guide. Payables automatically balances invoice and payment lines that cross balancing segments by creating offsetting entries for each balancing segment. See: Accounting Payables Options.

Companies typically find this level of detail sufficient.builds an offsetting account. Also in the Accounting region. 4. Related Topics Automatic Offsets. Accounting Financials Options. The cash in a pooled bank account is shared by multiple balancing segments. page 1-66. set your value for the Prevent Prepayment Application Across Balancing Segments Payables option. account. see: Intercompany Accounting. or set General Ledger up to create them automatically on posting. choose System Account as your Discount Distribution Method if you want Payables to prorate discounts across your invoice distributions when you pay an invoice that crosses multiple balancing segments. See: Payment Payables Options. check the Pooled Account box in the Payables Options region of the Bank Accounts window if you want to create a pooled account. 2. Important: When you make a payment using a non-pooled bank 3. you can either enter balancing entries manually. The balancing segment from the offsetting invoice distribution replaces the balancing segment of your system Discount Taken account when Payables builds the accounts for these entries. See: Defining Banks. In the Payment region of the Payables Options window. For payment lines that cross balancing segments. Oracle Payables User Guide. the cash in a non-pooled bank account is associated with a single balancing segment. Oracle Payables User Guide Intercompany Accounting. page 1-36. Oracle Payables User Guide Payables Options. Oracle Cash Management User Guide. Payables automatically builds the cash account for each payment line on the basis of the bank account's associated cash account using your chosen Automatic Offset method. page 1-51. Payables generates only a single cash offset even if Automatic Offsets is enabled. page 1-49 Setting Up Payables for Budgetary Control Prerequisite Other Topics    7-3 . For details. When you set up your bank accounts. When you create a payment from a pooled bank account using Automatic Offsets.

3. For your information. 7-4    Oracle Payables Implementation Guide . Oracle General Ledger Implementation Guide. 4. and the account to which Oracle General Ledger should post the balancing amount. Oracle General Ledger User's Guide Encumbrances in Payables. the following are the setup steps for intercompany accounting: To define Intercompany Accounts: 1. Oracle Payables User Guide Setting Up Intercompany Accounting Your general ledger department usually sets up intercompany accounting for you. Related Topics Checking Funds for Invoices. a journal entry category (invoice or payment). You do not need to define accounts for every company because Oracle General Ledger substitutes the appropriate company when it creates balancing entries. Define your ledgers. Payables has no additional steps. To set up Payables for Budgetary Control: • Set up budgetary control in Oracle General Ledger. See: Defining Ledgers. Define your accounts so that one of the segments is a company segment. Oracle General Ledger User's Guide. See: Setting Up Budgetary Control. Oracle General Ledger User's Guide About Funds Checking. Oracle General Ledger User's Guide Reviewing Budgetary Control Transactions. Oracle Payables User Guide About Budgetary Control and Online Funds Checking. See: Defining Intercompany Accounts. Oracle General Ledger User's Guide Reviewing Encumbrances. Specify that the company segment is a balancing segment. In the Intercompany Accounts window in Oracle General Ledger. whether the balancing entry is a debit or credit. Oracle Payables User Guide Invoice Validation When You Use Budgetary Control. and specify one intercompany account for the ledger. 2. specify the journal entry source (Payables).• Install Oracle General Ledger. Oracle General Ledger User's Guide Define multiple companies by defining values for your company segment.

Oracle Payables User Guide Automatic Offsets. Set up an accounts receivable clearing account. Create a standard petty cash reimbursement form or electronic template for employees to complete and submit to the administrator with their receipts. Advantages: • Simple to process initial payment and reimbursements for the fund under the employee's supplier record. or agree online if you use an electronic template. To set up a petty cash fund: 1. Disadvantages: Other Topics    7-5 . Your petty cash administrator should sign the agreement. 2. Oracle Payables User Guide Petty Cash Funds Setting Up a Petty Cash Fund Prerequisites • • Set up a general ledger account for petty cash. Set up administrative and control procedures: Create a petty cash agreement that specifies all the policies regarding petty cash reimbursements. Set up supplier records: Decide how you want to establish supplier records for your petty cash administrators.Related Topics Intercompany Accounting When You Use Oracle General Ledger. and shows the balance of the fund. The reimbursement log breaks down expenses by account. Create a standard petty cash reimbursement log to be submitted by the administrator when requesting cash to replenish the fund. lists total disbursements for each account. See: Entering employees as suppliers. Consider the following two approaches and set up supplier records with the approach that best meets your business needs: Enter a supplier record for the employee acting as a petty cash administrator.

This can facilitate any special handling you may need to do with petty cash payments. For example: • • Supplier Name: PETTY CASH Site Name: c/o CLINT EASTWOOD You may want to create this supplier record with a unique Pay Group or Payment Priority. the petty cash administrator prefers petty cash payment by check to keep petty cash funds separate from personal funds. • • 3. You may want to use a standard invoice naming convention for 4. more manual work may have to be done processing a petty cash request.• Reconciliation of your GL account may be difficult. Enter the petty cash request as a standard invoice. The accounts payable department provides the administrator with the petty cash reimbursement form and the petty cash reimbursement log. For example. Online query of activity for a petty cash account is simple because all activity for an account is contained under one supplier site name. if an employee expense report or supplier invoice is coded in error to the GL petty cash account the error will be noticed easily because all entries into the account are done under one supplier record. For example. Charge the amount to the petty cash GL account. If the employee who serves as the petty cash administrator has a supplier record with payment method of Electronic (for direct deposit of expense reimbursements). The petty cash administrator submits a petty cash request to the accounts payable department for the amount of the new fund. Typically. • Enter one supplier record named "PETTY CASH" and create a site under this supplier in the name of the employee acting as a petty cash administrator. The request includes all necessary approvals. 7-6    Oracle Payables Implementation Guide . There is no need to change any information in an employee supplier record to accommodate petty cash reimbursements. if an employee expense report is erroneously charged to the GL petty cash account. Advantages: • Reconciliation of your GL account may be easier. In this case you need to change the payment method on each petty cash reimbursement request. PETTY CASH. The petty cash administrator signs the petty cash agreement or agrees online if you use an electronic template. the error will not be noticed easily because all entries into the account are done under employee supplier records. or set up a separate supplier site with a payment method of Check to use for petty cash reimbursements.

The use of a standard invoice name can assist in research and reconciliation. Pay the petty cash administrator for the fund amount. you may want to use "IPC" for "Initiate Petty Cash" and the date of the request.the initiation of a new petty cash fund. Other Topics    7-7 . 5. For example.

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you can use the Personal Profile Options window to view or set your profile options at the user level. currency. You can consult your Oracle Applications System Administrator's Guide for a list of profile options common to all Oracle Applications. which affect more than one application. In addition to profile options. Profile Options Summary This table shows whether users can view or update profile options. The key for this table for user and system administrator access is as follows: • • • Update . However. and at which levels the system administrator can update profile options: the user. such as Budgetary Control and Sequential Numbering. responsibility. Payables provides you with Financials and Payables options that you use to enable the invoice.The profile option value can be viewed but cannot be changed No Access .A Profile Options Profile Options in Payables During your implementation.The profile option value cannot be viewed or changed A Required profile option requires a value. In addition to the Payables profile options. Profile Options    A-1 . you set values for profile options in Oracle Financials to specify how Payables controls access to and processes data. Payables uses profile options from other Oracle Financials applications to control features. payment. your System Administrator sets and updates profile values. or site levels.The profile option value can be updated View Only . Generally. and accounting controls in Payables. application. An Optional profile option provides a default value that you can change.

Yes (for upgrades ) No default No Access Update Update Update Update AuditTrai l: Activate Budgetar y Control Group Default Country Enable Transacti on Codes Folders: Allow Customiz ation GL: Create Interfund Entries Optional No Access No Access No Access Update Update Optional No default View Only Update Update Update Update Optional No default No default Update Update Update Update Update Optional No Access No Access Update Update Update Optional No default View Only Update View Only View Only View Only Optional No default No Access No Access Update Update Update A-2    Oracle Payables Implementation Guide .Profile Option AP: Notificati on Recipient E-mail AP: Use Invoice Batch Controls AP: Show Finally Closed POs Value Default User Access Update SysAdm: User Update SysAdm: Resp Update SysAdm: App Update SysAdm: Site Update Optional No default Optional No default No Access Update Update Update Update Optional No (for new installatio ns).

Profile Option Journals: Display Inverse Rate MO: Default Operatin g Unit MO: Operatin g Unit MO: Security Profile PA:Allow Override of PA Distributi ons in AP/PO Printer Value Default User Access Update SysAdm: User Update SysAdm: Resp Update SysAdm: App Update SysAdm: Site Update Optional No default Optional No default View Only View Only Update View Only Update Optional No default View Only View Only Update View Only Update Optional No default View Only View Only Update View Only Update Optional Yes No Access Update Update Update Update Optional No default No default Update Update Update Update Update Sequentia l Numberi ng Chargeab le Subcontr acting Enbabled Optional View Only No Access Update Update Update Required Enabled NA NA NA NA Update Profile Options    A-3 .

you can view the purchase order numbers of finally closed purchase orders in fields and lists of values in the following windows: A-4    Oracle Payables Implementation Guide . Oracle Applications User's Guide Profile Options in Payables AP: Notification Recipient E-mail Specify the full e-mail address of the person who will receive notifications from the Concurrent Request Notification program when all the requests in the request set are submitted. See: Concurrent Request Notification Program. When this option is enabled. AP: Show Finally Closed POs • Yes: When you are matching. which you can use to specify batch defaults that help speed and control invoice entry in the Invoice Workbench. page 1-35 Payables Options. AP: Use Invoice Batch Controls Enable this option to enable use of the Invoice Batches window. Oracle Payables User Guide. Oracle Applications System Administrator's Guide Profile Options in Oracle Application Object Library. Enabling this option also allows you to specify an invoice batch name to a group of invoice records when you submit Payables Open Interface Import.Profile Option JMF: Enable Chargeab le Subcontr acting Value Default User Access NA SysAdm: User NA SysAdm: Resp NA SysAdm: App NA SysAdm: Site Update Required Enabled Related Topics Financials Options. page 1-49 Personal Profile Values Window. Oracle Applications System Administrator's Guide Common User Profile Options. Oracle Applications User's Guide Overview of Setting User Profiles. you cannot enter invoices directly in the Invoices window.

Oracle Payables uses this profile option Profile Options    A-5 . invoice payments. ignore these profile options. and discounts. PA: Default Expenditure Item Date for Supplier Cost This profile option enables you to specify the source for the expenditure item date. For example. This profile option applies only to showing purchase order numbers of purchase orders that are finally closed at the purchase order header level. Oracle Projects uses this profile option when you run the process PRC: Interface Supplier Costs to determine the expenditure item date for Oracle Purchasing receipts. Oracle Purchasing User's Guide. see: Matching and Final Closing Purchase Orders. If an invoice record references a finally closed purchase order then Payables Open Interface Import rejects it during import. and the Recurring Invoices window. then the purchase order number is displayed and valid during matching. • No: Finally closed purchase orders are not displayed during matching and are invalid entries in the windows listed above. This profile option does not apply to reports or queries on existing transactions. For additional information. Match to Purchase Orders windows. Profile Options in Projects PA: Allow Override of PA Distributions in AP/PO This profile option controls whether a user can update the account that the Account Generator generates for project-related distributions. For more information on finally closed purchase orders. For detailed information about Internet Expenses profile options. Note that regardless of the setting of this profile option. Match to Receipts windows. see Specifying Values for Internet Expenses Profile Options (Oracle Internet Expenses Implementation and Administration Guide). further actions cannot be performed against finally closed purchase orders. Profile Options for Internet Expenses If you have installed Oracle Internet Expenses and your organization uses it to enter expense reports. if a purchase order has some open shipments and some finally closed shipments. In addition. Oracle Projects Implementation Guide.Invoice Workbench. you can use Internet Expenses profile options to control expense report entry by your organization's employees. see: Profile Options. If your organization does not use Internet Expenses to enter expense reports. and if you attempt to match to a finally closed purchase order shipment then you will receive an error message. This profile option does not apply to Quick Invoices or Open Interface Invoices windows.

Oracle Payables User Guide. even if you have not installed General Ledger. The system uses the fixed rate between the euro and NCU to calculate the direct rate between the NCU and Non-EMU currency. No. Oracle General Ledger Reference Guide. Choose whether you will enter the direct rate (fixed plus variable rate) or just the variable rate: • Yes. The system calculates and enters the exchange rate between the euro and the non-EMU currency. The possible values for this profile option are: • • • • Source Document Exp Item Date Transaction Date Transaction GL Date Transaction System Date For additional information. • • • Budgetary Control Group Journals: Display Inverse Rate Currency: Allow Direct EMU/Non-EMU User Rates. to determine the default expenditure item date for supplier invoice distribution lines. see: Entering Invoice Exchange Rates for EMU Currencies. You enter the direct exchange rate between an NCU and a non-EMU currency. Profile Options in General Ledger Because some Oracle Applications products have overlapping functions. Oracle Projects Implementation Guide. This profile option determines what information you provide in the Invoices window when you enter a User exchange rate between an NCU and non-EMU currency. and when you enter unmatched invoices. You enter the exchange rate between the euro and Non-EMU currency. the following General Ledger profile option also affects the operation of Payables. For more details.during the invoice match process. See: Setting General Ledger Profile Options. see: Profile Options. Note that if this option is enabled you cannot use the Payables option Calculate User Exchange Rate to calculate effective exchange rates. The exchange rate between an NCU (National Currency Unit) and a non-EMU currency contains two parts: • • a fixed component: the rate between the NCU and the euro a variable component: the rate between the euro and the non-EMU currency. • A-6    Oracle Payables Implementation Guide .

you can assign operating units to responsibilities by using the following profile option. see: Oracle Applications Multiple Organizations Implementation Guide. • • • • • AuditTrail: Activate Default Country Folders: Allow Customization Sequential Numbering Printer.Profile Options in Application Object Library You set up Application Object Library profile options when you install Oracle Financials. Oracle Applications System Administrator's Guide. See also: Common User Profile Options. For more information. Oracle Applications User's Guide. The following Application Object Library profile options have a particularly significant impact on the operation of Payables. see: Profile Options in Oracle Application Object Library. Profile Options for Multiple Organization Support If you use the Multiple Organization Support feature. and these profile options affect all applications. Oracle Applications System Administrator's Guide. For detailed information on all profile options. Payables uses this printer as the default unless in the Concurrent Programs window you have assigned a printer to the payment program you are using. See also: Overview of Printers and Printing. • • • MO: Operating Unit MO: Security Profile MO: Default Operating Unit Profile Options    A-7 .

.

A subfunction is a subset of a form's functionality. A function is a part of an application's functionality that is registered under a unique name for the purpose of assigning it to. Subfunction. • Form. Each Payables form performs one or more business functions. In other words. For example. Payables Purge. a subfunction is a function executed from within a form. in the Invoices window form. each with its own set of preregistered functions assigned to it: Payables Manager. There are two types of functions: form and subfunction. Payables Inquiry. or excluding it from an Payables responsibility. In this case. Your system administrator can register additional functions and can customize your responsibilities by assigning or not assigning new functions to existing responsibilities. This request set includes the Function Security Functions report. Your System Administrator can submit the Function Security Menu Reports request set. or by creating new responsibilities. Payables comes predefined with three responsibilities. A form invokes an Oracle Forms form.B Function Security Function Security in Payables Use function security to control access to Payables functionality. the Actions button would not appear. You can navigate to a form using the Navigator. You cannot navigate to a subfunction from the Navigator. • Function Security    B-1 . Subfunctions are often associated with buttons or other graphical elements on forms. you may want to restrict access to the Invoice Actions window. for all users that do not have the associated subfunction name assigned to their responsibility. which shows a complete list of Payables functions assigned to the preseeded responsibilities. the Invoice Workbench. for example.

Oracle Applications System Administrator's Guide B-2    Oracle Payables Implementation Guide . Oracle Applications System Administrator's Guide Defining a New Menu Structure. Oracle Applications System Administrator's Guide How Function Security Works.Related Topics Overview of Function Security. Oracle Applications System Administrator's Guide Implementing Function Security.

Note that the attachment is made to the record only. you can choose the Attachments icon to open the Attachments window to either add an attachment to the current record or view an existing attachment for the record. When the icon is dimmed. not the supplier record to which the attachment was made. or video) to a record in Oracle Payables. When you add attachments in the Attachments window. Attachments    C-1 . If the document category is used in a window. The icon then becomes a paper clip holding a paper when the current record has at least one attachment. the Attachments feature is not available. When the Attachments feature is enabled in a window. word processing documents. Purchasing users can attach to a purchase order a document that uses the To Payables category. For example. In windows where the feature is enabled. This document category determines in which Oracle Applications windows the document is visible. spreadsheets. although both windows support this document category. which looks like a paper clip. indicates whether the Attachments feature is enabled in a window. This feature is enabled in the Payables windows listed in the table below. For example. The following table shows which document categories are used by which Payables windows. Then. a supplier attachment of the type Misc is not visible in the Invoices window. you specify a document category for the document. because you are viewing an invoice record. the table shows Yes.C Attachments Attachments in Payables To illustrate or clarify your application data. The toolbar Attachments icon. you can attach supplemental files (such as images. the icon becomes a solid paper clip. you can attach to an invoice a photograph of items you ordered. For example. when you match to that purchase order in Payables you can view the attachment in the matching windows.

C-2    Oracle Payables Implementation Guide .Payables window Suppliers Supplier Sites Invoice Invoice Overview Match to Purchase Orders Match to Receipts Payment Overview Payments Invoice Internal N/A N/A Misc To Buyer To Payables N/A N/A To Receiver Yes Yes To Supplier Yes Yes From Supplier N/A N/A Yes Yes Yes Yes Yes N/A Yes Yes N/A N/A Yes N/A N/A N/A Yes N/A Yes Yes N/A N/A N/A Yes N/A N/A N/A N/A N/A N/A Yes N/A N/A N/A N/A Yes N/A N/A N/A N/A N/A N/A Yes N/A N/A N/A N/A N/A For detailed information on the Attachments feature and using the Attachments window. Oracle Applications User Guide. see: About Attachments.

These alerts help you: • • Identify and resolve invoice price holds Identify and resolve invoice receipt holds If you install Oracle Alert. Oracle Alert User's Guide Using Predefined Alerts. you can also create your own alerts to notify the appropriate people when a user takes a specific action. You can also create alerts that send messages about key indicators. according to a delivery schedule you define.D Oracle Payables Alerts Using Oracle Alert for Exception Reporting Several Oracle Applications products. including Payables. Oracle Alert is a completely customizable exception control application that can: • • • • Notify you automatically when a user performs a specific transaction Monitor critical activity in your Payables database Take action automatically according to your specifications Provide key information to you on a periodic basis Payables supplies you with several pre-coded alerts that you can use with or without customizing. or when specific exceptions arise in your Payables database. You can integrate Oracle Alert with your electronic mail system. use Oracle Alert functionality to provide online exception reporting capability. Related Topics Overview of Oracle Alert. Oracle Alert User's Guide Oracle Payables Alerts    D-1 .

and receipts to resolve these issues. When a single purchasing agent has two or more invoices with Price holds. Oracle Alert sends only one message describing each held invoice. The notice contains the following information: To: Kesavan Subramanian. Additional notice information is shown in the following table: D-2    Oracle Payables Implementation Guide . Notice Information: The following invoices are on Price hold. Subject: Invoices on Price Hold. If the supplier has overbilled us. invoices. You are the purchasing agent responsible for these items. please contact the supplier and the accounts payable department. Please examine the purchase orders.Invoices on Price Hold This alert queries your database for invoices currently on Price hold and notifies the originating purchase agent for each held invoice. • • • • Alert Type: Periodic Periodicity: Weekly Inputs: None Distribution: Purchasing Agent for this invoice This graphic shows the text contained in a sample notice. From: Oracle Alert.

Oracle Alert sends to each responsible purchasing agent a summary message that describes each held invoice and asks the agent to resolve the hold. The notice contains the following information: To: Kesavan Subramanian. Please examine the purchase orders. and receipts to resolve these holds.Supplier Name Invoice Number Purchase Order Number/Line/S hipment 9011/1/Rome 9024/1/Paris Item Description Price TPO/Invoice Schaeff Schaeff F8994 F9002 Table Bookcase 74. please contact the supplier for prompt delivery. If we have not received an item. revise the alert's Select statement to refer to the appropriate descriptive flexfield segment. invoices. Subject: Invoices on Quantity Received Hold. you must define a descriptive flexfield on the HR_EMPLOYEES table to store an electronic mail name for each employee. Then. You are the purchasing agent responsible for these items.00/96. From: Oracle Alert.00 86.50 Invoices on Quantity Received Hold This alert looks for invoices on Quantity Received hold and notifies the originating Purchasing Agent for each held invoice. This graphic shows the text contained in a sample notice. • • • • • Alert Type: Periodic Periodicity: Weekly Inputs: None Distribution: Purchasing Agent for this invoice Implementation Suggestion: To send an alert message to a specific purchasing agent. Notice Information: The following invoices are on Quantity Received hold. Oracle Payables Alerts    D-3 .00/99.

Additional notice information is shown in the following table: Supplier Name Invoice Number Purchase Order Number/Line/S hipment 9011/1/Rome 9024/1/Paris Item Description Quantity Ordered/ Received/Billed 2/1/3 1/0/2 Schaeff Schaeff F8994 F9002 Table Bookcase Invoices on Quantity Ordered Hold This alert looks for invoices on Quantity Ordered hold. From: Oracle Alert. If any exceptions occur. The notice contains the following information: To: Kesavan Subramanian. • • • • Alert Type: Periodic Periodicity: Weekly Input Variables: None Distribution List: Purchasing Agent This graphic shows the text contained in a sample notice. Oracle Alert sends a summary message to each responsible purchasing agent to resolve invoice holds caused by a difference between quantity billed and quantity ordered. Subject: D-4    Oracle Payables Implementation Guide .

If the requestor has received the item. If the supplier has overbilled us. invoices. the requestor can ask a designated receiver to enter receipt of the item into Purchasing.Invoices on Quantity Ordered Hold. please contact the supplier and the accounts payable department. You are the purchasing agent responsible for these items. Please examine the purchase orders. Oracle Alert sends a detail message to the original requestor asking for verification of receipt. and receipts to resolve these holds. Additional notice information is shown in the following table: Supplier Name Invoice Number Purchase Order Number/Line/S hipment 9011/1/Rome 9024/1/Paris Item Description Quantity Ordered/ Received/Billed 2/1/3 1/0/2 Schaeff Schaeff F8994 F9002 Table Bookcase Receipt Holds This alert looks for overdue items that you have not received. If any exceptions occur. • Alert Type: Periodic Oracle Payables Alerts    D-5 . Notice Information: The following invoices are on Quantity Ordered hold. You may want to adjust the suppress duplicates option of the distribution list to limit repeat messages.

The supplier has invoiced us. but we cannot pay the invoice until you acknowledge receipt of the item. Unit of Measure: Each.425. Quantity Ordered: 3. you must define a descriptive flexfield on the HR_EMPLOYEES table to store an electronic mail name for each employee. Supplier Name: Megabyte Memory Corporation. and either specify the quantity of goods or services you have received but not yet acknowledged. Then adjust the alert SQL statement to reference the appropriate descriptive flexfield segment (attribute column) for &AGENT_ID. Invoice Number: 7-988.• • • Periodicity: Weekly Input Variables: None Implementation Suggestion: To send an alert message to a specific purchasing agent. Quantity Billed: 3. From: Oracle Alert.30. Invoice Line Amount: $6. or state that you have not received the goods or services. Quantity NOT Acknowledged: 2. The following information is also provided: Purchasing Agent: Alan Clark. The notice contains the following information: To: Lynne Snider. Notice Information: You recently ordered goods or services detailed below. Subject: Receipt Verification. Distribution List: Item Requestor This graphic shows the text contained in a sample notice. Please forward this message to ACLARK. Requisition Number: 9421. • D-6    Oracle Payables Implementation Guide . Quantity Received-to-Date: 1. PO Number/Line: 3056/2. Invoice Description: Inventory Order.

Check Oracle Support's Implementing the Java Bank Class    E-1 . This document refers to the Java class you need to implement as the Bank class. You need to implement one Java class per bank transmission setup. Transmission Program Transmit Payment File Program Retrieve Payment File Confirmations Program Retrieve Bank Statement Program Retrieve Intra-Day Bank Statement Program Retrieve Payment Exceptions Program Application Payables Short Name APXTRSND Payables APXTRRCV Cash Management CEXP2PSM Cash Management CEP2PINT Cash Management CEXP2PER These programs require a Java class to provide logic for transmitting data to and from your specific bank.E Implementing the Java Bank Class Implementing the Java Bank Class for Bank Transmissions Before you use the Automatic Bank Transmission feature. you need to implement a Java class so the bank transmission programs listed in the following table can successfully transmit files. Note: Oracle Payables and Oracle Cash Management provide a limited number of predefined Java Bank classes.

Transmission programs and the Bank class use these details to communicate with the specific bank. you also specify in the Program field the Bank class that you have implemented for this particular bank setup. it is assigned a specific transmission code as a parameter. This document also assumes you have already read the following documentation: • • • Defining Bank Transmission Details. Oracle Cash Management User Guide Automatic Bank Transmission Feature. Oracle Cash Management User Guide Retrieving Bank Statements and Payment Exceptions. and it provides some guidance on how to implement your Bank class. one method contains all the detailed logic to transmit the payment file to your bank. Transmission Code Setup. This document describes what the transmission programs do and the logic that they require your Bank class to provide. • When a transmission program submits. Oracle Cash Management User Guide. that you enter in the Bank Transmission Details window. Document Assumptions This document assumes you have a working knowledge of writing Java code. In the Bank Transmission Details window. MetaLink. it instantiates the Bank class specified in the Program field of the specified transmission code. For example. The Bank class uses the transmission code information to complete its tasks. transmission protocol. see: Bank Transmission Details Window Reference. password. Details include information such as your bank's host address. This class that you implement contains five methods. and the Bank Class Transmission programs require the following to successfully transmit a file: • Transmission Code Setup: These are transmission details. when a Java method accesses the bank's system it uses the username and password that are specified in the transmission code. provided by your bank. Oracle Cash Management User Guide Relationship of the Transmission Programs. Bank class. For example. Each method contains code to perform specific tasks for one transmission program.website. you might find a predefined bank transmission setup helpful as a reference during your implementation. When a transmission program requires custom logic. and file naming conventions. The transmission E-2    Oracle Payables Implementation Guide . This document provides a list of the predefined hashtable parameters that your Bank class can use. For more information on transmission codes. Even if we don't provide a Bank class that meets your specific needs. to see if a predefined Java class exists for your bank.

sql.util. import oracle. If you do Implementing the Java Bank Class    E-3 . The method performs the required tasks and provides a parameter back to the program that says if the method completed successfully or not.program then calls the method that it requires. import java.Vector. • Definition of Class Name: Name the Bank Java class..apps. formatting. according to your bank's specifications. Each method must perform its required tasks for your particular bank. import java. Use the following package statement.util. • Import Statement: Use the following import statement.VersionInfo. We suggest you use the name of your bank. Do not edit it: package oracle.io. import java.. if you are defining multiple classes for the same bank we suggest you use your bank name with a unique suffix.StringTokenizer.common. import java. Do not edit it: import java. Payment file modifications might include adding text.fnd. Use the following syntax and replace "<classname>" with the name of your class: public class <classname> extends Bank • • Constructor: Define a bodiless constructor. • public void ModifyPayment File (Hashtable): This method should contain the logic that the Transmit Payment File Program needs to modify the payment file that Payables creates. Or. and encryption. You will enter this name in the Program field in the Bank Transmission Details window. Methods: You need to implement the methods that are used by the transmission programs that you use.util.transmission.txt It includes comments that provide additional guidance on how to implement your Bank class.ap. The Bank Class Template We provide the following template of a Java class that you can copy and use as a starting point to define the transmission logic for your bank.Hashtable. $AP_TOP/java/transmission/BankClassTemplate.apps. What You Need to Include in Your Bank Class Each Bank class you implement must contain the following components: • Package Statement.

not need to modify the payment file, then leave this method in the template unedited. • public void SendPayment File (Hashtable): This method should contain all the transmission logic that the Transmit Payment File Program uses to send the payment file from your local directory to your bank according to your bank's communication protocol. public void ReceiveConfirmation (Hashtable): This method should contain all the transmission logic that the Retrieve Payment File Confirmations Program uses to retrieve payment file receipt confirmation files from your bank, and then store them in a local directory. public void ReceiveStatement(Hashtable): This method should contain all the transmission logic that the Retrieve (Intra-Day) Bank Statement Program uses to retrieve (intra-day) bank statements from your bank, and then store them in a local directory. public void ReceiveException(Hashtable): This method should contain all the transmission logic that the Retrieve Payment Exceptions Program uses to retrieve payment exception reports from your bank, and then store them in a local directory.

Communication Between the Bank Class and the Bank Transmission Programs
The Bank class should not directly read or update data in the application database tables. The Bank class should use the hashtable predefined parameters to access all necessary information from your Oracle application. The tables below show the read-only and writable hashtable parameters that your methods can use.

Read-only Parameters
Methods should use read-only parameters to retrieve all necessary information from your Oracle application. For example, to access the directory that contains the payment file you are sending to your bank, you can use the PaymentLocalDirectory parameter in the following syntax:
mPaymentFileDir = table.get ( "PaymentLocalDirectory" ) .toString () ;

The following table shows the read-only parameters that are available to your methods. The methods must never overwrite any of these parameter values. Many of these values are from the transmission code definition. The column names of the AP_TRANSMISSIONS_SETUP table correspond to fields in the Bank Transmission Details window with similar names. For more information on those fields, see: Bank Transmission Details Window Reference, Oracle Cash Management User Guide.

E-4    Oracle Payables Implementation Guide

Read-only Parameter Name in Hashtable TransmissionId

Comments AP_TRANSMISSIONS_SETUP.TRANSMISSI ON_ID AP_TRANSMISSIONS_SETUP.TRANSMISSI ON_CODE AP_TRANSMISSIONS_SETUP.BANK_BRAN CH_ID AP_TRANSMISSIONS_SETUP.TRANSMISSI ON_PROGRAM AP_TRANSMISSIONS_SETUP.USERNAME AP_TRANSMISSIONS_SETUP.PASSWORD AP_TRANSMISSIONS_SETUP.PROTOCOL AP_TRANSMISSIONS_SETUP.PROTOCOL_ ADDRESS AP_TRANSMISSIONS_SETUP.EXTERNAL_I DENTIFIER AP_TRANSMISSIONS_SETUP.TRANSMISSI ON_EMAIL AP_TRANSMISSIONS_SETUP.CONFIRMATI ON_EMAIL AP_TRANSMISSIONS_SETUP.LOCAL_PAY_ DIRECTORY AP_TRANSMISSIONS_SETUP.LOCAL_CON F_DIRECTORY AP_TRANSMISSIONS_SETUP.BANK_PAY_ DIRECTORY AP_TRANSMISSIONS_SETUP.BANK_CONF _DIRECTORY

TransmissionCode

BankBranchId

TransmissionProgram

UserName Password Protocol ProtocolAddress

ExternalIdentifier

TransmissionEmail

ConfirmationEmail

PaymentLocalDirectory

ConfirmationLocalDirectory

BankPayDirectory

ConfirmationBankDirectory

Implementing the Java Bank Class    E-5

Read-only Parameter Name in Hashtable PayFileExt

Comments AP_TRANSMISSIONS_SETUP.PAY_FILE_EX T AP_TRANSMISSIONS_SETUP.PAY_FILE_PR EFIX AP_TRANSMISSIONS_SETUP.BANK_FILE_S UFFIX AP_TRANSMISSIONS_SETUP.CONF_FILE_E XT AP_TRANSMISSIONS_SETUP.CONF_FILE_P REFIX AP_TRANSMISSIONS_SETUP.CONF_FILE_S UFFIX AP_TRANSMISSIONS_SETUP.STATEMENT_ EMAIL AP_TRANSMISSIONS_SETUP.EXCEPTION_ EMAIL AP_TRANSMISSIONS_SETUP.INTRA_STAT EMENT_EMAIL AP_TRANSMISSIONS_SETUP.LOCAL_STM T_DIRECTORY AP_TRANSMISSIONS_SETUP.LOCAL_EXCE PTION_DIRECTORY AP_TRANSMISSIONS_SETUP.LOCAL_INTR A_DIRECTORY AP_TRANSMISSIONS_SETUP.BANK_STMT_ DIRECTORY AP_TRANSMISSIONS_SETUP.BANK_EXCEP TION_DIRECTORY

PayFilePrefix

PayFileSuffix

ConfirmationFileExt

ConfirmationFilePrefix

ConfirmationFileSuffix

StatementEmail

ExceptionEmail

IntraEmail

StatementLocalDirectory

ExceptionLocalDirectory

IntraLocalDirectory

StatementBankDirectory

ExceptionBankDirectory

E-6    Oracle Payables Implementation Guide

Read-only Parameter Name in Hashtable IntraBankDirectory

Comments AP_TRANSMISSIONS_SETUP.BANK_INTRA _DIRECTORY AP_TRANSMISSIONS_SETUP.STMT_FILE_P REFIX AP_TRANSMISSIONS_SETUP.EXCEPTION_ FILE_PREFIX AP_TRANSMISSIONS_SETUP.INTRA_FILE_ PREFIX AP_TRANSMISSIONS_SETUP.STMT_FILE_S UFFIX AP_TRANSMISSIONS_SETUP.EXCEPTION_ FILE_SUFFIX AP_TRANSMISSIONS_SETUP.INTRA_FILE_ SUFFIX AP_TRANSMISSIONS_SETUP.STMT_FILE_E XT AP_TRANSMISSIONS_SETUP.EXCEPTION_ FILE_EXT AP_TRANSMISSIONS_SETUP.INTRA_FILE_ EXT Stores database connection information Stores payment file name in progress. Used only by the Transmit Payment File Program Stores the request ID of the concurrent program

StatementFilePrefix

ExceptionFilePrefix

IntraFilePrefix

StatementFileSuffix

ExceptionFileSuffix

IntraFileSuffix

StatementFileExt

ExceptionFileExt

IntraFileExt

CONNECTION FileName

RequestId

 

 

Implementing the Java Bank Class    E-7

Required, Writable Parameters
The Bank class must use hashtable predefined writable parameters to return the status of each method to the transmission program that called the method. For example, to tell the Send Payment File transmission program that the method that modifies the payment file successfully completed, you could use the following syntax:
table.put ( "ModifyPaymentFileStatus",Boolean.TRUE) ;

The following table shows the parameters that each method is expected to write to.
Writable Parameter Name in Hashtable ModifyPaymentFile Status Method Expected to Write to This Parameter public void ModifyPayment File (Hashtable) Comments

Boolean value of TRUE or FALSE depending on whether the method was successful Boolean value of TRUE or FALSE depending on whether the method was successful Boolean value of TRUE or FALSE depending on whether the method was successful This vector holds the names of all the confirmation files that the program retrieves Boolean value of TRUE or FALSE depending on whether the method was successful Boolean value of TRUE or FALSE depending on whether the method was successful This vector holds the names of all the statementfiles that the program retrieves This vector holds the names of all the exceptionfiles that the program retrieves

SendPaymentFileResult

public void SendPayment File (Hashtable)

ReceiveFileResult

public void ReceiveConfirmation (Hashtable) public void ReceiveConfirmation (Hashtable) public void ReceiveStatement (Hashtable)

DownloadedFilesVector

ReceiveFileResult

ReceiveFileResult

public void ReceiveException (Hashtable)

DownloadedFilesVector

public void ReceiveStatement (Hashtable)

DownloadedFilesVector

public void ReceiveException (Hashtable)

E-8    Oracle Payables Implementation Guide

TRUE).put("SendPaymentFileResult". Each method has access to all the parameter values in the hashtable. one method optionally modifies the payment file and the other method transmits the payment file to your bank. The record contains payment file information and bank Implementing the Java Bank Class    E-9 ." ). Writable Parameters. page E-8. Boolean. Transmit Payment File Program This program calls two bank class methods. You can do this either for your own debugging or to provide guidance to users who submit the transmission program.FALSE). Bank Class Method Descriptions This section describes the Java methods you need to implement and describes when they are called by the transmission programs. The following is an example of syntax you could use in the method that sends the payment file to the bank: if(communicationProtocol. The following are examples of exceptions that your methods might encounter: • The method is trying to connect to the bank's directory and the bank does not accept the password.send()) table. Boolean.WriteLogFile function if you want to log error messages in the log file of the transmission program that called the method. The system performs the following in the following order when a user formats a payment batch or Quick payment that uses a payment document that is set up for Automatic Bank Transmission: • The format payment program creates a record in the AP_BANK_TRANSMISSIONS table with a status of NEW.Error Handling Each bank class method must handle all exceptions that might occur during execution of the method. Required. The list of these status parameters is in the previous section. These methods need to perform exactly the tasks described. Methods should not overwrite the values of the read-only parameters. The method cannot connect to a specified directory at the bank. page E-4 .WriteLogFile( "Unable to send payment file. table. else { Utilities. You can use the Utilities. • If the method fails. the method must write to the method's status parameter with a value of FALSE.put("SendPaymentFileResult". See: Communication Between the Bank class and the Bank Transmission Programs.

Return a value in the SendPaymentFileResult parameter indicating whether the E-10    Oracle Payables Implementation Guide . This initiates the Transmit Payment File Program. formatting. If you do not edit this method in the template. If your bank does not need the payment file to be modified. ModifyPaymentFileStatus parameter The Transmit Payment File Program expects this method to provide a Boolean value for the ModifyPaymentFileStatus parameter. After the Transmit Payment File Program updates the payment file record to MODIFIED. • public void ModifyPayment File (Hashtable): The Transmit Payment File Program. then the method simply returns a value to this parameter of TRUE so that the Transmit Payment File Program can continue without modifying the payment file. and calls the public void ModifyPayment File (Hashtable)method. which sends a payment file to your bank.details from the transmission code. in the following order: • Modify the payment file in the local directory according to your bank's specifications. If the method fails. then the program updates the record status to MODIFY ERROR. then copy this method from the template and do not edit it. This method should do the following. Return a value in the ModifyPaymentFileStatus parameter indicating if the modification succeeded or failed • If the method succeeds then the Transmit Payment File Program updates the record status to MODIFIED. Modifications might include adding text. The value should be TRUE if the method succeeds. This method should do the following in the following order: • • Send the modified payment file from the local directory to your bank. if your bank requires it. it calls the public void SendPayment File (Hashtable) method.. calls this method to modify the payment file that Payables creates. public void SendPayment File (Hashtable): This method should contain all the transmission logic that the Transmit Payment File Program uses to send a payment file to your bank. or encryption. • A Payment Formatted event is raised to the Workflow Business Events System. The Transmit Payment File Program then copies the payment file to the local directory. and FALSE if the method fails.

If this method fails. This e-mail tells the user whether the payment confirmation retrieval succeeded or failed. This method must guarantee that once a file is copied that it is never copied again. • • • The Retrieve Payment File Confirmations Program then sends an e-mail to the workflow role specified in the Confirmation Recipient E-mail field for the transmission code. The value should be TRUE if the method successfully sends the payment file to your bank. public void ReceiveConfirmation (Hashtable): This method should contain all the transmission logic that the Retrieve Payment File Confirmations Program uses to retrieve payment receipt confirmation files from your bank and store them in a local directory. If this method completes successfully. Store all the confirmation files in the local directory specified by the ConfirmationLocalDirectory parameter. If retrieval is successful then the e-mail also includes a list of the confirmation files. The workflow then automatically sends an e-mail notification to the workflow role specified in the payment document's transmission code stating whether the transmission succeeded or failed. Return a value in the ReceiveFileResult parameter indicating if the retrieval of the confirmation files succeeded or failed. If this method fails then the user must cancel the payment batch or Quick payment and start over. because this feature does not include resend functionality. the user specifies the bank's transmission code as a program parameter. This method should do the following in the following order: • Retrieve all confirmations that are in the bank's remote directory exactly once. the Transmit Payment File Program updates the status of the payment file record in the AP_BANK_TRANSMISSION table to SENT. SendPaymentFileResult parameter The Transmit Payment File Program expects this method to provide a Boolean value for the SendPaymentFileResult parameter. The Retrieve Payment File Confirmations Program then calls this method. The Transmit Payment File Program then uploads the modified payment file to the CLOB column in AP_BANK_TRANSMISSIONS.transmission succeeded or failed. the Transmit Payment File Program updates the record status to TRANSMISSION ERROR. and FALSE if the method fails. Store the names of all the retrieved confirmation files in the DownloadFilesVector. When a user initiates the Retrieve Payment File Confirmations Program in the Submit Request window. Implementing the Java Bank Class    E-11 .

the user specifies the bank's transmission code as a program parameter. while (xxxxxx) { <<<<<<<<Receive logic>>>>>>>>>>//add downloaded file to the vector fileNamesVector. you can code this using your own coding standards: Vector fileNamesVector = new Vector(). the "while" logic example is used to store the name of the downloaded files in the required vector.put("DownloadedFilesVector". Sample code structure for this method The following is a sample of the code structure you can use for this method. The value should be TRUE if the method is successful. fileNamesVector). Return a value in the ReceiveFileResult parameter indicating if the retrieval of the • • • E-12    Oracle Payables Implementation Guide . table.put("ReceiveFileResult". Boolean. You can use your own logic to store the downloaded file names in DownloadedFilesVector.ReceiveFileResult parameter The Receive Payment Confirmations Program expects this method to provide a Boolean value for the ReceiveFileResult parameter. DownloadedFilesVector parameter The Receive Payment Confirmations Program expects this method to store the names of the files that were retrieved from the bank in this vector parameter. "fileNamesVector". In the code sample above. or see: Example Coding for fileNamesVector.addelement(fileName). } tables. page E-14 for an example. However.TRUE). Store all the (intra-day) bank statements in the local directory specified by the StatementLocalDirectory/IntraLocalDirectory parameter. Store the names of all the retrieved (intra-day) bank statements in the DownloadedFilesVector. and FALSE if the method fails. public void ReceiveStatement (Hashtable): This method should contain all the transmission logic that the Retrieve (Intra-Day) Bank Statement Program uses to retrieve (intra-day) bank statements from your bank and store them in a local directory. The Retrieve (Intra-Day) Bank Statement Program then calls this method. This method must guarantee that once the file is copied that it is never copied again. When a user initiates the Retrieve (Intra-Day) Bank Statement Program in the Submit Request window. This method should do the following in the following order: • Retrieve all (intra-day) bank statements that are in the bank's remote directory exactly once.

or see: Example Coding for fileNamesVector. When a user initiates the Retrieve Payment Exceptions Program in the Submit Request window. DownloadedFilesVector parameter The Retrieve (Intra-Day) Bank Statement Program expects this method to store the names of the files that were retrieved from the bank in this vector parameter. page E-14 for an example.TRUE). This method should do the following in the following order: • Retrieve all payment exception reports that are in the bank's remote directory exactly once.(intra-day) bank statements succeeded or failed. while (xxxxxx) { <<<<<<<<Receive logic>>>>>>>>>> //add downloaded file to the vector fileNamesVector. This e-mail tells the user whether the (intra-day) bank statement retrieval succeeded or failed. Sample code structure for this method The following is a sample of the code structure you can use for this method. The Retrieve Payment Exceptions Program then calls this method. the "while"logic example is used to store the name of the downloaded files in the required vector. ReceiveFileResult parameter The Retrieve (Intra-Day) Bank Statement Program expects this method to provide a Boolean value for the ReceiveFileResult parameter. fileNamesVector). "fileNamesVector". table. You can have your own logic to store the downloaded file names in DownloadedFilesVector. However. public void ReceiveException (Hashtable): This method should contain all the transmission logic that the Retrieve Payment Exceptions Program uses to retrieve payment exception reports from your bank and store them in a local directory. In the code sample above. The Retrieve (Intra-Day) Bank Statement Program then sends an e-mail to the user represented by the workflow role specified in the Statement e-mail address for the transmission code. you can code this using your own coding standards: Vector fileNamesVector = new Vector().addelement(fileName). Boolean. and FALSE if the method fails.put("DownloadedFilesVector". This method must guarantee that once the file is copied that it is never Implementing the Java Bank Class    E-13 . The value should be TRUE if the method is successful. If retrieval is successful then the e-mail also includes the file names of the (intra-day) bank statements.put("ReceiveFileResult". the user specifies the bank's transmission code as a program parameter. } tables.

Sample code structure for this method The following is a sample of the code structure you can use for this method. The second level vector is implemented to associate extra attributes about the file in the second element forward.put("ReceiveFileResult". You can use your own logic to store the downloaded file names in DownloadedFilesVector. you can code this using your own coding standards: Vector fileNamesVector = new Vector().addelement(fileName). such as isFileMeaningful. DownloadedFilesVector parameter The Retrieve Payment Exceptions Program expects this method to store the names of the files that were retrieved from the bank in this vector parameter. In the code sample above. ReceiveFileResult parameter The Retrieve Payment Exceptions Program expects this method to provide a Boolean value for the ReceiveFileResult parameter.copied again. If retrieval is successful then the e mail also includes a list of payment exception reports. • Store all the bank statements in the local directory specified by the ExceptionLocalDirectory parameter.put("DownloadedFilesVector". fileNamesVector). Example Coding for fileNamesVector DownloadedFilesVector is a vector of vector. or see: Example Coding for fileNamesVector. and FALSE if the method fails. Return a value in the ReceiveFileResult parameter indicating if the retrieval of the payment exception reports succeeded or failed. } tables. "fileNamesVector". The value should be TRUE if the method is successful. • • The Retrieve Payment Exceptions Program then sends an e-mail to the user represented by the workflow role specified in the Exception e-mail address for the transmission code. the "while" logic example is used to store the name of the downloaded files in the required vector. The first element of the internal vector is the string file name. However. Below is a E-14    Oracle Payables Implementation Guide . page E-14 for an example.TRUE). Boolean. Store the names of all the retrieved payment exception reports in the DownloadedFilesVector. This e-mail tells the user whether the payment exception report retrieval succeeded or failed. table. while (xxxxxx) { <<<<<<<<Receive logic>>>>>>>>>> //add downloaded file to the vector fileNamesVector.

lang.//java..//java. .WriteLogFile( "receveing fileName = " + fileName ). Utilities. .endsWith( endsWith ) ) { table...get( "ResultStatement" ) ).. Define the local directories that you use for the local payment file and the local confirmation file (which you specify in the Bank Transmission Details window) in the utl_file_dir parameter of the init...hasMoreTokens()) { String fileName = st.txt....sample of how the file ABCDBank.. //************* RELEVANT CODE END **************** . //a vector of file name and other attributes if required Vector fileName = new Vector().put( "DownloadedFilesVector". • • To implement a Bank class: 1. . if( fileName. Utilities.lang.addElement( <other attributes> ). fileName )..WriteLogFile( "token = " + fileName ).startsWith( beginsWith ) && fileName.addElement( isFileMeaningful ).put( type + "FileName". while(st.java implements the code: StringTokenizer st = new StringTokenizer( (String)table... //add fileName Vector to the hastable key as a Vector table. . Bank Class Setup Prerequisites • Get all the information you need from your bank to complete the fields in the Bank Transmission Details window.ora file.addElement( downloadedFileName )... //add fileName Vector to Vector that gets inserted in hashtable fileNamesVector. //************* RELEVANT CODE BEGIN **************** .addElement( fileName )... fileNamesVector ). Implementing the Java Bank Class    E-15 . }//while . . fileName. Review this document and then get all the information you need to write the Java methods.Boolean.nextToken().. attribute not required fileName.. Copy the Bank class template: $AP_TOP/patch/115/readme/BankClassTemplate.. attribute required fileName..String..

Test your code. and you define more than one Bank class for a bank. This field is case-sensitive. 3. Give the Bank class a unique name. 4. E-16    Oracle Payables Implementation Guide .class file you generate is in a directory specified by the $CLASSPATH variable of the operating system.2. Implement the Java methods that are called by programs you use. 6. Include any exception handling. If you have more than one transmission setup for the same bank. Compile your code. then name each class after the bank and add a distinguishing suffix to the file name. 5. In the Program field of the Bank Transmission Details window enter the name of your Bank class. 7. Make sure that the . Tip: Use your bank name as the name of the Bank class. Complete the fields in the Bank Transmission Details window.

1-63 Allow Distribution Level Matching Payables option. 1-42 setting up. 1-46 accounts defining in Financials Options window. 1-8 Aging Periods window. 1-112 alerts. 1-61 Allow Manual Withholding Payables option. A-7 Apply Advances Payables option. or combined. 1-65 Allow Online Validation Payables option. D-4 Invoices on quantity received hold. A-4 American Express Transaction Loader. 1-64 Allow Void and Reissue Payables option. 6-1 how system setup affects accounting. 3-38 American Express Transaction Loader and Validation. 3-41 AP_INVOICE_INBOUND message map. 1-67 accounting setup how feature setup affects accounting. 2-7 Application Object Library profile options. 1-46 overview. D-3 Receipt holds. 1-62 Allow Final Matching Payables option. 155 Account for Payment Payables option. 1-65 Allow Document Category Override Payables option. 1-67 alternate fields banks. 3-15 AP Procurement Card Manager Approval A Account for Gain/Loss Payables option. D-5 Allow Address Change Payables option. cash. 1-66 Allow Reconciliation Accounting option. 1-60 Apply Withholding Tax Payables option. 1-4 accounting entries Account for Payment Payables options. 1-53. D-2 Invoices on quantity ordered hold. 169 Allow Matching Account Override Payables option. 1-65 Allow Force Approval Payables option. 1-67 accounting method accrual. 1-62 Allow Pre-Date Payables option. 1-36 accrual basis accounting. 1-57 Allow Interest Invoices Payables option. 1-42 addresses flexible address formats.  Index Symbols 1099 form defining reporting entities. 1-67 Index-1 . A-4 supplier. D-1 Invoices on price hold. 1-52 Allow Remit-to Account Override Payables option. 1-106 Allow Adjustments to Paid Invoices Payables option. 6-1 Accounting Calendar window. 1-69 AP Procurement Card Employee Verification Workflow.

1-3 charts profile options.Transaction Workflow setting up. 1-4 Card Programs window. 1-41 budgetary control setting up. 3-4 defining credit card code sets. E-9 read-only hashtable parameters. 1-68 Confirm Date as Invoice Number Payables option. 1-97 Credit Card Management. A-4 bills payable Index-2 . 159 calendars accounting calendar. 3-6 cash basis accounting setting up. 3-37 banks bank charges. E-1 communication with transmission programs. 1-62 controlling period statuses. 7-2 enabling. 1-100 batch control enabling invoice batch control. 1-56 Automatic Offsets changing the setting. E-9 method descriptions. E-4 setup. 1-4. 1-34 attachments. 3-6 window reference. 3-23 approval signing limits. 1-56. 1-60 Automatic Bank Transmission feature Java Bank class. 170. 1-58 assignment inactive. 1-26 setting up. 1-4 Accounting Calendar window. 1-39 buttons disabling. B-1 C Calculate User Exchange Rate Payables option. 4-1 Bill-To Location Financial options. 1-109 controls function security. E-4 components. C-1 AuditTrail profile option. 2-2 Create Withholding Invoice Payables option. 3-5 combined basis accounting. C-1 Attachments window. A-7 Countries and Territories window. B-1 conversion rate types. 1-1 closing accounting periods. 1-110 Code Sets window. 7-3 Budgetary Control Group profile option.txt. 3-35 B Bank class. 7-2 Award Number defining distribution sets. 1-95 Create Debit Memo From RTS Transaction. 1-4 countries Default Country profile option. E-15 template. 1-42 charges bank charges. E-1 automatic interest payment support. A-7 Automatically Create Employee as Supplier Payables option. 1-42 Combined Filing Program Payables option. 3-23 AP Procurement Card Manager Transaction workflow. 1-103 setting up. 3-6 setting up credit card programs. E-15 Bank of America Visa Transaction Loader. A-1 Setting Up Oracle Payables Chart. 1-77 Approval Processing Sequence Payables option. A-6 Business Group Financials option. 7-1 Automatic Offset Method Payables option. 1-103 chart of accounts. 1-109 Control Payables Periods window. E-8 BankClassTemplate. E-3 error handling. 3-4 window reference. E-3 writable hashtable parameters.

3-35 Credit Card Transactions Loader Preformat. 3-14 Credit Card Transactions Loader Preformat. 1-40 Expense Interest Invoice Account Payables option. 1-24 Discount Taken GL Account Financials option. 1-38 Enter Person window. A-7 Default Template Payables option. 1-3 currency defining. 1-26 Distributions window attachments. 1-58 customizing supplier notices. 3-40 Credit Cards window. 3-13 defining credit cards. 2-5 Define Transactions window. 3-13 window reference. 337 credit card code sets. 3-41 Bank of America Visa Transaction Loader. 3-38 Index-3 . 1-59 Employee Numbering Method Financials option. 3-39 credit card transaction loaders. 1-66 Expense Check Address Financials option. 1-3 Diner's Club Transaction Loader. 1-59 Exclude Tax From Discount Calculation Payables option. 3-38 Diner's Club Transaction Loader and Validation. 1-60 Define Trading Partners window. 3-4 credit card programs. C-1 document categories. 3-36 Currencies window. A-6 Exchange Rate Type Payables option. 3-39 setting up (overview). 3-38 American Express Transaction Loader and Validation. 1-60 sequential numbering. 1-3 Payables options. 1-29 D daily rates. 1-3.credit cards American Express Transaction Loader. 1-4. 137 Distribution Sets window creating a Full Distribution Set. 1-113 Diner's Club Transaction Loader and Validation. 3-37 US Bank Visa Transaction Loader and Validation. 1-60 Encumbrance Financials option. 1-62 expense reports Payables options. 1-4 debit memos creating from return to supplier transactions. 130 document sequences . 1-59 effective exchange rates. 1-32 E effective exchange rates. 3-1 US Bank Visa Transaction Loader. 1-37 Encumbrance Type Financials option. 3-13 credit card transaction loader and validation. 1-29 Document Category Override Payables option. 1-25 creating a project-related Distribution Set. 2-2 Default Country profile option. 3-40 MasterCard CDF Transaction Loader and Validation. 3-40 Visa VCF 3/4 Transaction Loader and Validation. 2-4 descriptive flexfields. 1-40 employees entering employees as suppliers. 3-40 Disbursement Type lookup. 336 Diner's Club Transaction Loader. 1-26 creating a Skeleton Distribution Set. 1-95 exchange rates Calculate User Exchange Rate Payables option. 1-28 document sequencing setup example. 1-8 EU (European Union) VAT Member State Code for EU country. 3-6 Credit Cards window. 1-59 Journals: Display Inverse Rate profile option.

1-64 Freight Carriers window. 1-3. 1-108 init. 3-32 Invalid PO Supplier Notice modifying.Expenses Clearing GL Account Financials option. D-1 intercompany accounting setting up. 1-61 sequential numbering. 1-69 Income Tax Regions window. 1-61 interest invoices. B-1 funds disbursement setting up. 1-53. 310 GL Date Basis Payables option. E-15 integration multiple organization support. 1-113 Include Income Tax Type on Withholding Distributions Payables option. 1-36 flexfields defining. B-1 Function Security Functions report. 1-55 Realized Gain Loss Account Payables option. 1-37 F final matching Allow Final Matching Payables option. 1-107 Income Tax Region Payables option. 1-41 freight terms defining. 1-36 Account for Gain/Loss Payables option. 1-35 Financials Options window Accounting region. 7-4 interest defining interest rates. 1-101 Future Dated Payment Financials option. 1-36 Encumbrance region. 1-61 I implementation information. 1-41 Full Distribution Set creating. 1-59 GL accounts building for procurement card transactions. 1-41 folders Folders:Allow Customization profile option. 1-8 FOB (Free on Board). 1-64 H holds code types. 1-36 Future Periods Financials option. 5-1 Freight Account Payables option. 1-116 flexible address formats. 1-39 Supplier-Purchasing region. D-1 tolerance holds. B-1 Function Security Menu Reports request set. A-7 foreign currency setting up. 1-114 G gain/loss Index-4 . 1-81 Oracle Alert notices. 1-37 Human Resources region. 1-70 income taxes defining income tax regions. 1-23 Freight Terms Financials option. 1-78 Hold Unmatched Expense Reports Payables option. 1-65 financials options overview overview. 1-25 function security. 3-10 defining procurement card GL account sets. 311 GL Account Sets window. 1-79 defining. 1-94 Payables options. 1-79. 1-116 scheduled payments setting up. 1-117 Oracle Alert. 1-29 interface tables Payables Procurement Card Transactions Interface. 1-3 invoice payments setting up.ora file. 1-23 Financials option. 1-40 window reference.

1-79 message map for XML invoices. 1-62 XML invoices. 1-79 setting tolerance levels for your invoices. 2-2 invoices Payables options. 1-73 Index-5 . 1-78 Invoice Validation defining invoice hold and release names. C-1 Invoice Tolerances window deactivating a tolerance. 2-7 messages customizing credit card workflow messages. 3-39 Match Approval Level. 1-71 L languages defining lookups in multiple languages. 1-70 J Java Bank class implementing. 1-46 defining. 1-22 defining payment terms in multiple languages. A-6 Journals: Display Inverse Rate profile option. 1-88 Invoice Lines Approval process activities. C-1 Match to Receipts window attachments. C-1 Maximum Shipment Amount hold. 1-82 Invoice Match option. 1-36 Liability Payables option. 139 Invoice Hold and Release Names window window reference. 1-88 Invoice Main process activities. 1-4 Liability GL Account Financials option. 1-118 ledger choosing. 1-118 MasterCard CDF Transaction Loader and Validation. 1-79 laser labels for Supplier Mailing Labels report setting up. 1-88 Negotiation subprocess activities. 1-61 minority group defining. 3-16 customizing Invoice Approval Workflow messages. E-1 journal entries Journals: Display Inverse Rate profile option. 1-56 methods Java methods in Bank class.modifying in multiple languages. 1-34 ledgers accounting methods. E-9 Minimum Interest Amount Payables option. 1-35 defining a ledger. 1-114 Inventory Organization Financials option. 1-22 M mailing labels. 1-62 Location window. 1-4 multiple. C-1 Invoices window attachments. 1-87 Method Payables option. 1-113 Match to Purchase Orders window attachments. A-6 K key indicators special calendar. 1-23 MISC4 Include Income Tax Type on Withholding Distributions Payables option. 1-117 Ledger window choosing your primary ledger. 1-7 lookups setting up. 1-41 Invoice Approval Workflow Invoice Approval process activities. A-4 Invoice Encumbrance Type Financials option. 1-92 setting up. 1-84 invoice batch control enabling. 2-2 Matching Hold Agent Notice modifying. 2-2 Invoices Overview window attachments.

A-7 N NACHA electronic payment format. 1-22 Oracle Projects distribution sets. 3-23 customizing messages. 1-26 profile options. 323 Procurement Card Transactions Verification. A-4 O operating unit MO: Default Operating Unit option. 1-2 Payables Open Interface Import loading interface tables with SQL*Loader. 1-106 Next Automatic Employee Number Financials option. 2-16 Procurement Card Transactions Approval. 2-16 Payables Options window. A-7 MO: Operating Unit profile option. 1-37 Oracle Payables Lookups window. A-7 Oracle Alert. 1-49 Accounting Methods region. A-6 Oracle Grants Accounting defining distribution sets. A-7 MO: Security Profile option. 1-49 Payment Accounting region. A-7 MO: Operating Unit profile option. A-7 overview. D-1 integration. 1-61 Invoice region. 1-22 Payment Terms window. 1-40 Notification Recipient E-mail profile option.Miscellaneous account Financials option. 1-60 Interest region. 1-8 P PA: Allow Override of PA Distributions in AP/PO profile option. 2-14 XML invoices. 3-31 Oracle Workflow AP Procurement Card Employee Verification Workflow. A-7 MO: Operating Unit profile option. 3-16 Oracle XML Gateway processing invoice records. 2-2 organizations defining inventory organizations. 1-37 MO: Default Operating Unit option. 1-117 Multiple Organizations Reporting. 3-16 Payables Open Interface workflow. A-5 Oracle iSupplier Portal miscellaneous account. 3-15 setting workflow timeouts. 1-26 Oracle Internet Expenses applying advances to expense reports. 2-2 Oracle Self-Service Web Applications procurement cards customizing workflow messages. 1-22 multiple language support. 1-60 profile options. A-7 MO: Security Profile option. 1-67 Index-6 . 1-58 defining Payables options. 1-50 enabling Automatic Offsets. 1-65 overview. 3-15 AP Procurement Card Manager Approval Transaction. 7-2 Expense Report region. 1-73 multiple organizations MO: Default Operating Unit option. 2-17 Oracle Approvals Management defining invoice approval routing rules. A-7 multiple language support Oracle Payables Lookups window. A-5 Oracle Purchasing creating debit memos from return to supplier transaction. 3-33 Payables Open Interface workflow. 1-117 Multiple Organization Support profile options. 1-51 Currency region. D-1 Oracle Applications Notifications window. 3-16 Oracle Web Application Dictionary procurement cards. A-7 MO: Security Profile option. A-5 passwords. 1-62 Matching region. 1-84 Oracle General Ledger profile options.

1-36 Prepayment Payment Terms Payables option. 1-94 Payment Overview window attachments. 1-110 Prepayment account Financials option. 1-109. 1-66 Payments window attachments. A-7 Print Invoice Notice modifying. 1-66 Reports region. 3-15 AP Procurement Card Manager Approval Transaction workflow. 3-11 configuring Web pages with Web Application Dictionary. 7-1 posting closing a period. 1-114 print styles. 1-73 multiple discounts. 1-73 defaulting. 1-67 setting up your accounting method. 3-23 building accounts. 3-31 credit card profiles. 1-4 period types defining. 1-61 payments Payment Payables options. 3-10 credit card programs. 1-20 setting up for the Supplier Mailing Labels Report. 1-8 periods aging. 1-109 closing accounting periods. 1-114 print drivers. 1-114 modifying in multiple languages. 3-15 Index-7 . 1-112 changing status of accounting periods. 3-10 Procurement Card Transactions Interface table. 1-74 multiple language support. A-7 printers default. 1-2 Payables System Setup window. 1-118 process funds disbursement. 1-101 PROCESS_INVOICE_002 XML message. 1-20 setting up for the Supplier Mailing Labels Report. 165 Prepayment Remittance Notice modifying. 1-60 paying automatic interest. 3-15 Procurement Card Transactions Approval. 1-117 People window. 1-47 Pay Group defining. 1-51 Withholding Tax region. 3-32 payables setup steps summary. C-1 payment terms calendar-based. 1-4 petty cash funds overview. 7-1 Payment Accounting Payables options. 3-6 GL account sets.Payment region. 1-37 positive pay setting up. 2-7 procurement cards AP Procurement Card Employee Verification Workflow. 1-46 window reference. 1-60 Payment Terms window. 1-23 Expense Report Payables option. 7-5 PO Encumbrance Type Financials option. 3-23 Procurement Card Transactions Verification. 1-69 Payables Procurement Card Transactions Interface table overview. 1-114 modifying in multiple languages. 1-67 Payment Interest Rates window. 1-110 controlling the status of. 1-75 Penalty type AWT rates. 1-73 window reference. 1-39 PO Rate Variance Gain/Loss GL Accounts Financials option. C-1 Payment Priority Payables option. 7-5 setting up a petty cash account. 3-32 setting up (overview). 3-1 transaction status. 1-109 defining accounting periods. 1-72 setting up. 1-72 Payment Terms Payables option. 1-118 Printer profile option.

A-7 MO: Security Profile. 1-117 reports Payables options. 1-114 recurring invoices sequential numbering. A-4 XML Inbound Invoice Process. A-4 Printer. 2-2 Q Query Driver hidden parameter. 3-38 American Express Transaction Loader and Validation. E10 public void ReceiveException (Hashtable). 1-14 XML Inbound Invoice Process. A-7 MO: Operating Unit. 1-4. E-1 Retrieve Payment Exceptions program Java Bank class. 158 Require Validation Before Approval Payables option. A-7 Multiple Organization Support. A-7 Budgetary Control Group. 1-70 project-related Distribution Sets. 1-65 setting up. A-6 MO: Default Operating Unit . E-10 purchase order matching Matching Payables options. 3-41 Bank of America Visa Transaction Loader. 1-39 Purchasing Options window. A-7 Projects. E-12 public void SendPayment File (Hashtable). 1-123 R rate types. A-6 Internet Expenses. 1-38 Retrieve Bank Statement program Java Bank class. 3-37 US Bank Visa Transaction Loader and Validation. E-1 Index-8 . 2-15 request sets. 3-39 Payables Open Interface Workflow. A-7 PA: Allow Override of PA Distributions in AP/PO. 3-40 Visa VCF 3/4 Transaction Loader and Validation. A-5 Sequential Numbering. 3-10 window reference. 1-63 Receiving Hold Requestor Notice modifying. E-13 public void ReceiveStatement (Hashtable. 159 Recalculate Scheduled Payment Payables option. 3-38 Diner's Club Transaction Loader and Validation. 3-40 Withholding Tax Distributions. A-4 AP: Use Invoice Batch Controls. 1-109 Reporting Entity window. 1-67 reports and listings Multiple Organizations Reporting. 2-15 Require Exchange Rate Entry Payables option. A-5 Journals: Display Inverse Rate. A-6 Default Country. 3-11 programs American Express Transaction Loader. 1-26 public void ModifyPayment File (Hashtable). 2-18 US Bank Visa Transaction Loader. A-5 Payables profile options. 337 Diner's Club Transaction Loader. 1-4 Realized Gain/Loss Accounts Payables option. 3-10 defining credit card profiles. 1-29 Reporting Currencies feature. 1-67 sorting by alternate names. A-4 Application Object Library. A-7 Profiles window. A-7 Folders:Allow Customization. 1-63 recalculating scheduled payments. 1-31. 1-14. A-1 AP: Notification Recipient E-mail. 1-1 changing period status.profile options. 1-58 Reserve at Requisition Completion Financials option. 3-40 MasterCard CDF Transaction Loader and Validation. 2-1 purchase orders encumbrance. 1-107 reports sorting by alternate fields. E-1 Retrieve Intra-Day Bank Statement program Java Bank class. A-7 AuditTrail: Activate. A-7 General Ledger.

3-1 flexfields. 1-95 credit card code sets. 1-22 match tolerance. 3-6 credit cards (overview).Retrieve Payment File Confirmations program Java Bank class. A-4 source defining lookup values. 1-65 setup document sequencing example. C-1 supplier type defining. 1-41 Rounding account Payables option. A-7 setting up accounting method. 1-63 security. 1-78 overview. 1-100 bills payable. 1-79 lookups. 7-5 positive pay. 1-103 banks. 1-116 funds disbursement. 1-41 signing authority. 7-4 Invoice Approval Workflow. E-1 return to supplier transaction setup. 1-77 Signing Limits window. 1-77 sign-ons. 1-26 Sort by Alternate Fields payables option. 3-4 AP_CARD_CODES. 1-118 suppliers employees. 1-30 sequential numbering implementing sequential voucher numbering. 1-112 bank charges. 1-1 Payables options. 1-27 Sequential Numbering profile option. 1-78 withholding tax groups. 1-49 Payables System Setup. 3-1 reporting entities. 1-79 how setup affects accounting. 2-2 RFQ Only Site Financials option. 1-23 T tables AP_CARD_CODE_SETS. 1-41 Ship Via Financials option. 7-1 procurement cards (overview). 1-47 payment terms. 2-4 setting up financials options. 1-113 tolerance levels. 3-16 XML invoices. 1-2 Supplier Mailing Labels Report setting up print styles and drivers. 1-67 sorting reports by alternate names. 3-4 credit card programs. 1-84 invoice hold and release names. 1-2 Skeleton Distribution Sets. 6-1 intercompany accounting. 1-72 petty cash accounts. 1-32 Ship-To Location Financial options. 1-71 SQL*Loader loading Payables Open Interface tables. 1-101 holds. 4-1 countries and territories. 6-1 how system setup affects accounting. 1-113 Suppliers window attachments. 1-60 setting up supplier letters. 3-33 summary payables setup steps. 1-98 workflow activity timeouts. 3-4 tax codes Index-9 . 1-59 S scheduled payments Recalculate Scheduled Payment Payables option. 1-105 supplier letters. 1-33 voucher numbers. B-1 sequence inactive. 1-35 Settlement Days Payables option. 1-34 Sequence Assignments window. 1-46 aging periods. 1-24 Special Calendar window.

E-1 transport agent. 1-82 Invoice Tolerances. 3-37 US Bank Visa Transaction Loader and Validation. 1-79. 1-79 Invoice Validation. 1-27 W window financials options. 1-77 Profiles. 1-38 Users window. 1-25 Enter Person. 1-78 shipment amount. 1-96 withholding. 2-6 Use Requisition Encumbrance Financials option. 1-3 Distribution Sets. 1-96 setting up. 1-107 taxes on XML invoices. 1-69 utl_file_dir parameter. 1-2 Use Withholding Tax Payables option. 1-79 tax. 1-75 payment terms restrictions.defining. 1-36 Invoice Hold and Release Names. 1-8 Financials Options U US Bank Visa Transaction Loader. 1-106 Tax Group Payables option. 3-14 Currencies. 1-56 Use Invoice Approval Workflow Payables option. 1-109 Countries and Territories. 1-58 Use Pay Site's Tax Region Payables option. 1-62 Visa VCF 3/4Transaction Loader and Validation. 1-68 Use PO Encumbrance Financials option. A-4 Use Multiple Currencies Payables option. 1-96 tax entities defining. 1-112 Bank Charges. 3-40 voucher numbers implementing sequential voucher numbering. 1-69 Tax Information Verification Letter modifying. 1-39 Index-10 . 3-5 Control Payables Periods. 3-6 Code Sets. 3-11 windows Accounting Calendar. 1-103 Card Programs. 3-6 window reference. 1-40 Use Future Dated Payment Account Payables option. 1-78 Payables Options. 1-35 window reference Card Programs. 3-16 tolerance exchange rate amount. 1-95 Credit Cards. 1-66 transmission code relationship with transmission programs and Bank class. 3-14 Financials Options. 2-14 taxpayer ID validation. 3-40 Use Approval Hierarchies Financials option. 3-13 window reference. 1-64. 1-57 Use Invoice Batch Controls profile option. 3-6 Code Sets. 1-72 timeouts setting up for workflow activity. 1-33 sequential numbering. 1-4 Aging Periods. 1-78 price. 1-79 setting up. 1-51 Payment Terms. 1-78 tax amount range. 1-96 defining withholding tax codes. 3-4 window reference. E-2 Transmit Payment File program Java Bank class. 3-5 Credit Cards. 1-65 Transfer PO Descriptive Flexfield Information Payables option. E-15 V validation enabling online validation. 1-114 terms payment terms.

1-7 Oracle Payables Lookups. 2-7 overview. 1-94 Payment Terms. 1-98 customizing automatic withholding tax. 1-70 withholding taxes creating withholding tax groups. 1-22 Payables Options. 1-117 Withholding Amount Basis Payables option. 1-36 GL Account Sets. 1-34 Location. 1-75. 1-105 Withholding Tax Details window defining withholding tax codes. 1-77 Special Calendar. 1-116 defining certificates and exceptions. 1-79 window reference. 1-96 Withholding Tax Certificates and Exceptions window defining a withholding tax certificate. 3-10 Income Tax Regions. 1-107 defining withholding tax codes. 2-2 processing. 1-105 Signing Limits. 1-72 window reference. 2-4 submitting the XML Inbound Invoice Process. 1-104 defining a withholding tax exemption. 1-107 Invoice Hold and Release Names. 1-71 Users. 1-78 Ledger. 2-15 XML invoices message map detail. 1-117 including organization name. 1-49 window reference. 1-82 Invoice Tolerances. 1-75 Profiles. 1-104 Withholding Tax Groups. 3-10 window reference.window reference. 1-69 special calendar. 1-98 window titles including currency. 1-96 Payables options. 1-47 Payment Interest Rates. 1-98. 3-11 Reporting Entity. 1-51 Payables System Setup. 1-2 Withholding Tax Certificates and Exceptions. 2-14 transaction limitations. 1-69 withholding tax tax codes. 1-96 Withholding Tax Distributions program. 1-99 X XML Inbound Invoice Process submitting. 2-3 Index-11 . 2-15 taxes on invoices. 1-71 Withholding Tax Groups window. 1-104 defining income tax regions. 2-14 setup.

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